How to organise a conference centre open day

A conference centre open day needs more than a welcome desk and a few room tours. Start by fixing the programme, visitor routes and capacity, then build registration, demonstrations, catering and room setup around that structure. Visitors should always know where to go next, while staff need clear handover points for tours, presentations and refreshments. The final checks are practical: test every presentation connection, prepare badges and maps, and confirm dietary requirements before ordering food.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Determine spaces and routes
2 people
3
Plan guided tours
2 people
4
Select demonstrations
2 people
5
Confirm speakers and demonstrators
2 people
6
Draft invitations
2 people
7
Send invitations
2 people
8
Publish registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Export visitor list
12
Send confirmation to visitors
13
Order catering
2 people
14
Make reservations
15
Publish parking information
16
Print maps
17
Prepare name badges
2 people
18
Assemble info packs
3 people
19
Collect presentations
2 people
20
Test the equipment
2 people
21
Do the shopping
2 people
22
Setting up shelf-stable catering
2 people
23
Check coolers
24
Check toilets
25
Prepare signage
2 people

Event

26
Set up registration desk
3 people
27
Set up tables and chairs
5 people
28
Build the catering buffet
3 people
29
Chill drinks
2 people
30
Set up coffee station
2 people
31
Set up presentation rooms
3 people
32
Build demonstration stands
4 people
33
Hang decorations
3 people
34
Set up signage
2 people
35
Place info packs on tables
2 people
36
Hold the staff briefing
4 people
37
Staff the registration desk
3 people
38
Welcome visitors
4 people
39
Hand out name badges
2 people
40
Guide tours
4 people
41
Facilitate presentations
3 people
42
Guide demonstrations
4 people
43
Serve coffee and tea
2 people
44
Serve snacks
3 people
45
Refill drinks
2 people
46
Restock the buffet
3 people
47
Empty trash bins
2 people
48
Check toilets periodically
2 people
49
Check stock
50
Wave goodbye to visitors
3 people

Aftercare

51
Catering breakdown
3 people
52
Collect tableware
3 people
53
Switch off equipment
2 people
54
Sort materials
3 people
55
Clear tables and chairs
5 people
56
Remove decorations
3 people
57
Remove signage
2 people
58
Wash dishes
3 people
59
Clean rooms
4 people
60
Clean the restrooms
2 people
61
Dispose of waste
2 people
62
Collect lost and found items
63
Return materials
2 people
64
Store leftover stock
2 people
65
Send thank-you message
66
Collect visitor feedback

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 18
Chairsqty 120
High tablesqty 10
Registration desk
Buffet tablesqty 4
Stoolsqty 12

Tableware

Water glassesqty 150
Coffee cupsqty 120
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8

Equipment

Projectorqty 3
Projection screensqty 3
Laptopsqty 3
HDMI cablesqty 5
Extension cordsqty 8
Power stripsqty 8
Wireless microphonesqty 3
Speakersqty 4
Microphone standsqty 3
Presentation clickersqty 3
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3

Kitchen

Thermos flasksqty 8
Coffee potsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Ice packsqty 24

Decorations

Tableclothsqty 18
Balloonsqty 150
Balloon pumpqty 2
Welcome sign
Plantsqty 12
Name card holdersqty 20

Lighting

LED string lightsqty 8
Standing lampsqty 6

Registration

Name badge holdersqty 150
Pensqty 30
Clipboardsqty 10
Visitor formsqty 180
Wristbandsqty 180

Communication

Walkie-talkiesqty 8
Floor plansqty 180
Program leafletsqty 180
Information bagsqty 180
Directional signsqty 20
Permanent markersqty 12

Cleaning

Waste binsqty 12
Mop setsqty 3
Vacuum cleanersqty 2
Cleaning spongesqty 12
Hand soap dispensersqty 8
Towel dispensersqty 8

Catering

Groceries

Tips

Set the programme before inviting anyone. Allow a realistic time slot for registration, guided tours, demonstrations, presentations and questions, then add at least 15 minutes between groups so one delayed tour does not disrupt the next.
Map visitor routes through the building before choosing tour groups. Mark entrances, registration, toilets, catering and each demonstration space on printed maps, and check that groups can move between rooms without crossing active setup areas.
Use registration data to plan the day, not just to count visitors. Export the visitor list in advance, prepare name badges, record dietary requirements and send confirmations with parking information and arrival instructions at least 3 days before the event.
Treat demonstrations and presentations as separate technical setups. Test laptops, projectors, screens, HDMI cables, microphones, speakers and clickers in the actual rooms, ideally 24 hours before visitors arrive.
Set up catering and welcome materials before the first arrival. Check coolers, coffee machines, kettles, thermos flasks, cups, plates and serving utensils, then place info packs and signage where visitors can find them without asking at the registration desk.

Frequently asked questions

How far in advance should I organise a conference centre open day?: Set the date and programme at least 6 to 8 weeks ahead. Send invitations and open registration once the visitor route, tour capacity, demonstrations and main speakers are confirmed.
How many visitors should I allow per guided tour?: Keep each tour group to a size that can hear the guide and move safely through every room; 10 to 15 visitors is a practical starting point. Add another guide or repeat the tour when registrations exceed that number.
When should I order catering for a conference centre open day?: Order catering after registration has been open long enough to show a reliable headcount, usually 7 to 10 days before the event. Keep dietary requirements open until the final confirmation deadline and pass the complete list to the caterer.
When should I test the equipment for an open day?: Run a full test in each presentation and demonstration room 24 hours before opening. Check power, extension cords, power strips, HDMI connections, audio levels, microphones and backup laptops again during the setup period.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.