How to organise a factory open day

A factory open day works best when visitors move through the site in a planned sequence rather than arriving all at once. Start by fixing the date, opening hours and registration process, then build the visitor flow around tour capacity and safety requirements. Dietary information, route maps and visitor instructions need to be collected before catering and staffing are confirmed. In the final week, focus on access routes, secure workstations, signage, badges and a printed visitor list so the site is ready before the first arrival.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

1
Publish the date and opening hours
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Send visitor information
6
Set route maps
2 people
7
Schedule tour guides
8
Make reservations
9
Place catering order
10
Prepare safety instructions
2 people
11
Create a visitor map
12
Prepare name badges
2 people
13
Confirm tour bookings
14
Print the visitor list
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Setting up shelf-stable catering
2 people
18
Check the access route
2 people
19
Secure workstations
3 people
20
Check the traffic route
2 people
21
Set up tables and chairs
4 people
22
Set up the reception desk
2 people
23
Build the catering buffet
3 people
24
Set up guided tour stations
3 people
25
Set up signage
3 people
26
Place safety signs
2 people
27
Hang decorations
2 people
28
Test sound system
2 people
29
Set out presentation materials
2 people
30
Prepare coffee and tea
2 people
31
Prepare snacks
3 people
32
Brief volunteers
2 people

Event

33
Staff the reception desk
2 people
34
Register visitors
2 people
35
Welcome and give instructions
36
Guide tours
4 people
37
Explain safety rules
2 people
38
Guide demonstrations
3 people
39
Lead presentations
2 people
40
Serve coffee and tea
2 people
41
Serve snacks
2 people
42
Refill drinks
2 people
43
Empty trash bins
2 people
44
Check toilets
45
Answer visitor questions
2 people
46
Guide the photo moment
47
Supervise the final tour
3 people
48
Guide visitors to the exit
2 people

Aftercare

49
Collect tableware
3 people
50
Clean up catering
3 people
51
Dismantle furniture
4 people
52
Remove decorations
2 people
53
Clear away equipment
2 people
54
Dispose of waste
2 people
55
Clean rooms
4 people
56
Clean the restrooms
2 people
57
Walk the grounds
2 people
58
Return borrowed items
2 people
59
Clear away leftover groceries
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Bar stoolsqty 8
Reception desk
Buffet tablesqty 3
Waste binsqty 8

Equipment

Laptopsqty 2
Projector
Projection screen
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Handheld megaphonesqty 2

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving traysqty 10
Cooling racksqty 4
Coffee machinesqty 3
Kettlesqty 3
Pitchersqty 8

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 12
Name badgesqty 120
Clipboardsqty 6
Pensqty 20
Photo backdrop
Decorative plantsqty 8

Safety

Safety helmetsqty 40
Safety gogglesqty 40
Ear defendersqty 40
Safety vestsqty 20
Bollardsqty 20
Barrier tapeqty 6
Safety signsqty 12
First aid kitqty 2
Non-slip matsqty 6

Information

Route signsqty 15
Program leafletsqty 150
Floor plansqty 150
Registration formsqty 150
Pen holdersqty 4

Cleaning

Broom setsqty 3
Mopsqty 6
Bucketsqty 4
Hand soap dispensersqty 6
Towel dispensersqty 6
Cleaning glovesqty 12
Litter pickersqty 2
Laundry basketsqty 4

Catering

Groceries

Tips

Set the visitor capacity from the number of tour guides and tour slots, not from the size of the factory. Confirm bookings before printing the visitor list, and leave a small buffer for late arrivals or changes.
Send visitor information at least 5–7 days before the open day. Include the arrival time, entrance, parking or traffic instructions, suitable footwear or clothing, accessibility details and the meeting point.
Close the safety and route review no later than 48 hours before opening. Check the access route and traffic route, secure workstations, and place signs anywhere a visitor could otherwise enter the wrong area.
Order catering only after registration and dietary requirements are processed. Plan the reception and buffet so guests can collect badges, drinks and food without blocking the tour departure point.
Set up the reception desk, tables, chairs, tour stations and signage before the event day if possible. Chill drinks, test microphones and speakers, and check every laptop, projector, screen and extension lead during the final setup.

Frequently asked questions

How far in advance should you plan a factory open day?: Start planning at least 6–8 weeks before the event. Publish the date and opening hours early, then use the following weeks for registrations, tour scheduling, catering, safety planning and visitor communications.
How do you manage visitor registration for a factory open day?: Open registration as soon as the date and hours are confirmed, and close or review it 3–5 days before opening. Use the final list to confirm tour bookings, dietary requirements, name badges and catering quantities.
When should safety checks be completed for a factory open day?: Complete the main route and workstation safety check at least 48 hours before visitors arrive, then do a short walk-through on the morning of the event. This leaves time to correct blocked routes, missing signs or unsecured equipment.
How much catering is needed for a factory open day?: Base quantities on the confirmed visitor list rather than the maximum registration capacity, and add a 5–10% buffer for staff and last-minute guests. Finalise dietary requirements and place the catering order 3–5 days before the event.

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.