How to organise a drama club open day
A drama club open day works best when visitors always know where to go and what happens next. Start with the date, programme and rooms, then open registrations early enough to collect dietary requirements and confirm numbers. Work backwards from the event to schedule volunteers, catering, signage and technical checks. On the day, allow time for the reception desk, changing rooms, refreshments and a full microphone and projector test before visitors arrive.
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
Reserve the venue and rooms
- 3
Publish open day online
- 4
Send invitations
2 people
- 5
Distribute posters
2 people
- 6
Process registrations
- 7
Collect dietary requirements
- 8
Send the program to visitors
- 9
Create the volunteer schedule
- 10
Confirm reservations
- 11
Check the shopping list
2 people
- 12
Do the shopping
2 people
- 13
Set out drinks chilled
2 people
- 14
Prepare decorations and signage
2 people
- 15
Prepare catering
3 people
- 16
Prepare snacks
3 people
- 17
Set out coffee and tea
2 people
- 18
Check the halls
2 people
- 19
Set up tables
3 people
- 20
Set out chairs
3 people
- 21
Set up the reception desk
2 people
- 22
Hang decorations
3 people
- 23
Test the equipment
2 people
- 24
Set up changing rooms
2 people
- 25
Put out program brochures
2 people
- 26
Brief the welcome team
3 people
Event
- 27
Open the doors
2 people
- 28
Register visitors
2 people
- 29
Welcome visitors
2 people
- 30
Guide tours
3 people
- 31
Lead theatre workshops
4 people
- 32
Present short scenes
5 people
- 33
Serve coffee and tea
2 people
- 34
Serve snacks
2 people
- 35
Refill drinks
2 people
- 36
Restock the buffet
2 people
- 37
Guide the evening performance
5 people
- 38
Guide visitors to the exit
2 people
Aftercare
- 39
Clear away food and drinks
3 people
- 40
Wash dishes
3 people
- 41
Collect waste
2 people
- 42
Remove decorations
3 people
- 43
Switch off the equipment
2 people
- 44
Clear tables and chairs
4 people
- 45
Clean the rooms
4 people
- 46
Collect lost and found items
- 47
Hand over keys and venue
- 48
Store leftover materials
2 people
- 49
Return borrowed items
2 people
- 50
Store leftover groceries
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 8
- Chairsqty 90
- Clothes racksqty 3
- Coat racksqty 4
Tableware
- Reusable coffee cupsqty 90
- Reusable glassesqty 100
- Reusable platesqty 100
- Reusable cutleryqty 100
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Serving plattersqty 10
- Serving tongsqty 6
- Cutting boardsqty 3
- Bread knivesqty 3
- Coolersqty 4
Equipment
- Wireless microphonesqty 2
- Speakersqty 2
- Microphone standsqty 2
- Extension cordsqty 4
- Power stripsqty 4
- Laptop
- Projector
- Projector screen
Decorations
- Balloonsqty 100
- Balloon pumpqty 2
- Buntingqty 8
- Tableclothsqty 8
- Theater postersqty 12
- Decorative theater propsqty 15
Lighting
- LED spotlightsqty 6
- Mood lightingqty 4
Registration
- Reception desk
- Name stickersqty 100
- Pensqty 20
- Clipboardsqty 4
- Program boardsqty 6
Cleaning
- Broomqty 2
- Dustpan and brushqty 2
- Mop headsqty 2
- Bucketsqty 2
Catering
- Groceries
Tips
- Set the programme before publishing the open day. Assign each activity to a specific hall or room, then send the final programme to visitors before the event so they know where to go.
- Close registrations with enough time to confirm reservations, collect dietary requirements and plan catering. Use the final headcount when checking drinks, snacks, plates, cups and cutlery.
- Create the volunteer schedule around arrival, reception, room changes and closing duties. Give each shift a named person and keep one spare volunteer available for late arrivals or room changes.
- Set up the reception desk near the entrance with programme brochures and clear signage. Prepare coat racks, clothes racks and changing rooms before doors open, because these are easy to overlook while arranging the main hall.
- Test microphones, speakers, the projector, laptop, extension cords and power strips in the rooms where they will be used. Do this before decorating, and keep a short backup plan ready if a presentation or demonstration cannot use the equipment.
Frequently asked questions
- How far in advance should you plan a drama club open day?
- Set the date and programme at least 6 to 8 weeks ahead. Publish the event early enough to collect registrations, then confirm room bookings, volunteers and catering after you have a reliable visitor count.
- When should registrations close for a drama club open day?
- Close registrations about 7 days before the event if catering and room planning are straightforward. Allow 10 to 14 days when you need to order food, confirm dietary requirements or reserve several rooms.
- How many volunteers do you need for a drama club open day?
- Plan at least one volunteer at reception, one person responsible for each active room, and one person for refreshments and practical issues. For three simultaneous rooms, that usually means a minimum of 5 volunteers, including a coordinator.
- When should you set up and test the equipment?
- Set up the projector, screen, laptop, microphones and speakers at least 90 minutes before visitors arrive. Test every microphone and cable in its actual room, then leave 30 minutes for fixing sound or power problems.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!