How to organise a driving school open day

A driving school open day works best when visitors can move easily from registration to information, refreshments and a trial lesson. Start by fixing the date and programme, then open registration early enough to confirm lesson times and dietary requirements. In the final week, match instructors to bookings, reserve the cars and check the route. On the day, prepare the reception desk first so every visitor receives a name sticker, visitor information and a clear schedule.

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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
Publish open day online
3
Send invitations
2 people
4
Distribute flyers
2 people
5
Open the registration form
6
Process registrations
7
Collect dietary requirements
8
Confirm trial lesson bookings
2 people
9
Create the tasting schedule
2 people
10
Schedule driving instructors
2 people
11
Reserve the driving school cars
12
Order catering
13
Have printed materials made
14
Print the visitor list
15
Prepare name stickers
2 people
16
Assemble info packs
2 people
17
Check the driving school cars
3 people
18
Refuel the lesson cars
2 people
19
Check the test drive route
2 people
20
Check the venue
2 people
21
Pick up supplies
2 people
22
Set up tables and chairs
3 people
23
Set up the reception desk
2 people
24
Set up information tables
2 people
25
Chill drinks
2 people
26
Set up the coffee station
2 people
27
Prepare snacks
3 people
28
Hang decorations
2 people
29
Mark off the test ride course
3 people
30
Position training cars
3 people
31
Set out presentation materials
2 people
32
Go over the safety instructions
6 people

Event

33
Staff the registration desk
2 people
34
Welcome visitors
2 people
35
Hand out name stickers
36
Hand out information packs
2 people
37
Present driving school information
2 people
38
Register trial lessons
2 people
39
Guide test drives
4 people
40
Answer traffic questions
2 people
41
Give a theory explanation
2 people
42
Give a driving lesson demonstration
2 people
43
Register driving lesson sign-ups
2 people
44
Serve coffee and tea
2 people
45
Serve snacks
2 people
46
Refill drinks
47
Keep the buffet tidy
48
Empty trash bins
49
Check toilets
50
Take photos at the open day
51
Process final registrations
2 people
52
Wave goodbye to visitors
2 people

Aftercare

53
Dismantle the test drive course
3 people
54
Park the driving school cars
3 people
55
Clean up catering
2 people
56
Wash dishes
2 people
57
Clear tables and chairs
3 people
58
Remove decorations
2 people
59
Clean the venue
3 people
60
Check materials
2 people
61
Return borrowed materials
2 people
62
Follow up on registrations
2 people
63
Confirm trial lesson appointments
64
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Counter table
Tableclothsqty 8
High tablesqty 4
Umbrella stand

Equipment

Driving school carsqty 3
Laptopqty 2
Tabletsqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 6
Portable speaker
Megaphone
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Cable reelsqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 6
Serving traysqty 6

Decorations

Driving school flagsqty 4
Bannersqty 2
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 4
Directional signsqty 8
Pavement signsqty 3
Name stickersqty 150
Table signsqty 8

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Scissorsqty 3
Serving tongsqty 4
Measuring cupsqty 2
Dishpanqty 2
Cooling matsqty 6

Sports equipment

Traffic conesqty 20
Bollardsqty 12
Barrier tapeqty 4
Reflective vestsqty 10
Parking discsqty 20
Measuring tape

Catering

Information brochuresqty 150
Registration formsqty 100
Trial lesson formsqty 80
Clipboardsqty 10
Ballpoint pensqty 30
Wristbandsqty 150
Groceries

Tips

Set the programme before promoting the day. Leave a defined slot for each trial lesson and keep a written tasting or demonstration schedule so visitors and instructors know where to be.
Open the registration form early and print the visitor list before setup. Confirm trial lesson bookings separately; a general registration does not guarantee that someone has a driving slot.
Schedule instructors against the number of booked lessons, not the expected crowd. Reconfirm the rota and car allocation at least 48 hours before the event so cancellations can be absorbed.
Check every driving school car before visitors arrive, then refuel the lesson cars and drive the planned test route. A route check on the same day catches roadworks, unclear meeting points and timing problems.
Set up power and refreshments before the reception desk opens. Count charging cables, extension cords and power strips, and chill drinks at least 2 hours before guests are due.

Frequently asked questions

How far in advance should I plan a driving school open day?: Set the date and programme at least 6 weeks ahead. Open registration and start promotion around 4 weeks before the event, leaving the final week for bookings, staffing and car checks.
How do I organise trial lessons at an open day?: Use fixed booking slots and confirm each lesson separately from general registration. Finalise the instructor rota, car allocation and test drive route at least 48 hours before the event.
When should I check the driving school cars?: Carry out a full check on the day before the open day, then refuel the lesson cars before visitors arrive. Recheck fuel, visible damage and basic equipment after the first busy period.
How many staff do I need for a driving school open day?: Plan at least one person for reception and registration, one coordinator for the programme and one instructor per simultaneous trial lesson. Add one extra organiser if more than 20 visitors are expected at once.

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