How to organise a court open day

Start by fixing the date, opening hours and public areas before inviting anyone. Then build the day around timed tours: set a capacity for each group, assign guides and leave space between sessions for arrivals and questions. Registration, accessibility needs, dietary information and visitor lists should be managed before the final programme is sent. In the last week, walk the route, check privacy and security instructions, test every presentation and confirm that reception, catering and evacuation arrangements work together.

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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
Confirm the date and opening hours
2
Reserve public areas
3
Plan tours and capacity
2 people
4
Arrange speakers and guides
5
Draft invitations
2 people
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Assess accessibility needs
11
Create visitor lists
2 people
12
Confirm tour times
13
Finalize the program
2 people
14
Send visitor information
2 people
15
Order catering
16
Coordinate security instructions
2 people
17
Check evacuation routes
2 people
18
Review the tour route
2 people
19
Print photography and privacy rules
20
Prepare name badges
2 people
21
Print visitor lists
22
Print maps
23
Print the program booklets
2 people
24
Check presentations
2 people
25
Test the equipment
2 people
26
Pick up catering
2 people
27
Pick up groceries
2 people
28
Open venue
2 people
29
Set up access control
3 people
30
Set up reception desk
2 people
31
Set up tables and chairs
4 people
32
Set up tour points
3 people
33
Place information signs
2 people
34
Hang signs
2 people
35
Connect the technical equipment
2 people
36
Set up presentations
2 people
37
Prepare coffee and tea
2 people
38
Set up the buffet
3 people
39
Chill refrigerated items
2 people
40
Hold the staff briefing
8 people
41
Conduct a safety check
2 people

Event

42
Staff the reception desk
3 people
43
Register visitors
3 people
44
Hand out name badges
2 people
45
Direct visitors to the program
2 people
46
Support access control
3 people
47
Give the opening speech
48
Guide tours
4 people
49
Explain the auditorium
2 people
50
Answer audience questions
3 people
51
Lead presentations
2 people
52
Supervise children's activity
2 people
53
Serve coffee and tea
2 people
54
Serve snacks
2 people
55
Refill drinks
2 people
56
Keep the buffet tidy
57
Empty trash bins
58
Check toilets
59
Supervise the final tour
3 people
60
Guide visitors to the exit
2 people
61
Close the reception desk
2 people
62
Prepare the evening program
3 people
63
Welcome evening visitors
3 people
64
Handle evening presentation
2 people
65
Guide evening tours
4 people
66
Restock the evening buffet
2 people
67
Serve evening drinks
2 people
68
Lock public areas
2 people
69
Ensure visitors leave safely
2 people

Aftercare

70
Store leftovers refrigerated
2 people
71
Collect tableware
3 people
72
Dismantle furniture
4 people
73
Switch off the equipment
2 people
74
Remove decorations
2 people
75
Collect waste
2 people
76
Clean the rooms
4 people
77
Clean the restrooms
2 people
78
Clear reception desk
2 people
79
Register lost and found items
80
Lock up the venue
2 people
81
Check materials
2 people
82
Return rental items
2 people
83
Process leftover catering
2 people
84
Send visitor thank-you message
85
Archive registration details

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 120
Stoolsqty 20
Reception deskqty 2
Buffet tablesqty 4
Queue posts with ropeqty 8
Waste binsqty 10

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 140
Knivesqty 140
Forksqty 140
Spoonsqty 140

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 8
Pouring jugsqty 8
Pliersqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 3
Storage binsqty 12

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 3
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Power banksqty 4
Walkie-talkiesqty 8
Conesqty 20
Barrier tapeqty 6
Flashlightsqty 6

Decorations

Information boardsqty 12
Wayfinding signsqty 16
Tablecloth coversqty 16
Flagsqty 8
Poster holdersqty 12
Photo panelsqty 3

Paper goods

Program leafletsqty 300
Floor plansqty 300
Visitor formsqty 300
Name badge holdersqty 180
Wristbandsqty 300
Pensqty 60
Markersqty 24
Sticky notesqty 12
Clipboardsqty 10
Paper tapeqty 12

Safety

First aid kitsqty 2
Flashlightsqty 6
Safety vestsqty 12

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning cartsqty 2
Hand soap dispensersqty 8

Catering

Groceries

Tips

Set tour capacity before opening registration, then offer specific start times rather than asking visitors to arrive whenever they like. Keep a short gap between tours so late arrivals do not disrupt a group already inside.
Send visitor information after registration closes, including the arrival time, meeting point, tour duration, photography rules and accessibility contact. A clear message at least 3–5 days before the event prevents repeated questions at reception.
Treat registration data as an operational list, not just an attendance estimate. Record dietary requirements and accessibility needs, then print an updated visitor list and name badges shortly before opening.
Walk the complete visitor route before the day, including reception, waiting areas, courtrooms and exits. Check that queue posts, seating, maps and evacuation routes support the number of visitors expected in each time slot.
Test presentations, projectors, screens, microphones and speakers in the rooms where they will be used. Check extension cords and power strips at the same time, and keep a tested laptop and spare connection available before visitors arrive.

Frequently asked questions

How far in advance should I plan a court open day?: Start planning at least 8–12 weeks before the event. That gives you time to reserve public areas, confirm speakers and guides, open registration, arrange security instructions and order catering.
How do I organise tours for a court open day?: Set the capacity for each tour before registration opens and publish fixed start times. Confirm the route and guide for every group at least 3–5 days in advance, with a buffer between tours for arrivals and delays.
When should I send information to court open day visitors?: Send the visitor information once registrations and tour times are confirmed, ideally 3–5 days before the open day. Include arrival instructions, accessibility arrangements, photography and privacy rules, and the expected programme.
What should I check the day before a court open day?: Review the tour route, evacuation routes, visitor lists, name badges, maps and programme booklets. Test all presentations and audio-visual equipment, and confirm catering, reception furniture and security instructions before the doors open.

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