How to organise a GP practice open day

A GP practice open day works best when visitors know where to start, what they will see and how long the visit will take. Begin with the date and programme, then build the registration process and walking route around the available rooms. Confirm dietary requirements and visitor numbers before ordering refreshments. In the final week, check presentations, print signs and programme cards, and make sure every device and power connection is ready.

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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
Draft invitations
2 people
3
Send invitations
2 people
4
Register sign-ups
5
Confirm registrations
6
Collect dietary requirements
7
Send the program to visitors
8
Determine the spaces and walking route
2 people
9
Make furniture reservations
10
Develop the tour route
2 people
11
Check presentations
2 people
12
Gather information materials
2 people
13
Check the shopping list
14
Do the shopping
2 people
15
Prepare name stickers
16
Print signage
17
Print the registration list
18
Charge equipment
19
Clean up the rooms
3 people
20
Stock the refrigerators
2 people
21
Prepare coffee and tea
2 people
22
Prepare snacks
3 people
23
Set up tables
3 people
24
Set up chairs
3 people
25
Set up the reception desk
2 people
26
Set up information stands
3 people
27
Put up tour signs
2 people
28
Hang decorations
2 people
29
Set up presentations
2 people
30
Test sound level
2 people
31
Check toilets
32
Refill hand sanitizer
33
Hold team briefing
4 people

Event

34
Welcome visitors
3 people
35
Check off registrations
2 people
36
Hand out name stickers
37
Serve coffee and tea
2 people
38
Serve snacks
2 people
39
Guide tours
3 people
40
Lead presentations
2 people
41
Answer visitors' questions
3 people
42
Refill drinks
2 people
43
Keep buffet and tables clean
2 people
44
Empty trash bins
45
Thank visitors
2 people

Aftercare

46
Collect tableware
2 people
47
Store food safely
2 people
48
Switch off equipment
2 people
49
Dismantle furniture
4 people
50
Remove decorations
2 people
51
Wash dishes
2 people
52
Collect waste
2 people
53
Clean rooms
3 people
54
Clean the restrooms
55
Sort materials
2 people
56
Return borrowed items
2 people
57
Store leftover stock
58
Securely processing registration data

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 6
Coat racksqty 2
Tableclothsqty 8

Registration

Reception desk
Clipboardsqty 4
Pensqty 20
Name stickersqty 80
Visitor formsqty 80

Information

Information displaysqty 6
Information leafletsqty 150
Route signsqty 10
Program cardsqty 80
Menusqty 8

Decorations

Balloonsqty 50
Balloon ribbonqty 2
Buntingqty 4
Flower arrangementsqty 4
Sticky tackqty 4

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 2

Cleaning

Waste binsqty 5
Hand sanitizer holdersqty 5
Cleaning bucketsqty 2
Mopsqty 2
Cleaning clothsqty 8

Catering

Groceries

Tips

Set the programme before sending invitations. Allow time for registration, the practice tour, presentations and questions, then use the confirmed sign-ups to plan room capacity and seating.
Design the visitor route before reserving furniture. Mark the start and finish points, place route signs at every turn and check that groups will not cross through reception or working areas.
Close registration at least 3 days before the open day so you can confirm attendance, prepare name stickers and visitor forms, and collect dietary requirements before shopping.
Test the laptop, projector, projection screen, speaker and microphone 1 day beforehand. Charge equipment, check extension cords and power strips, and run through every presentation in the actual room.
Prepare the reception desk and refreshments before doors open. Put clipboards, pens, forms and name stickers together, stock the refrigerators, and set out coffee, tea, snacks, cups, glasses and plates in one clearly defined area.

Frequently asked questions

How far in advance should you plan a GP practice open day?: Start planning 6 to 8 weeks ahead. Set the date and programme first, send invitations early, and leave the final week for confirmations, printing, equipment checks and room setup.
How do you manage registration for a GP practice open day?: Use one reception desk with a printed registration list, visitor forms, clipboards, pens and name stickers. Confirm registrations 2 to 3 days before the event and keep a small space for visitors who need to update their details.
When should you confirm dietary requirements and buy refreshments?: Collect dietary requirements during registration and confirm them at least 3 days before the open day. Shop after the final attendance count so coffee, tea, snacks, cups, glasses and plates match the expected group size.
How long should a GP practice open day programme be?: Allow around 60 to 90 minutes for a typical visit, including registration, the guided route, presentations and questions. Add 15 minutes between groups if rooms or staff need resetting.

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.