How to organise a health centre open day

Start by fixing the date, opening hours and programme before inviting anyone. Then map the visitor route through reception, activities, talks and refreshments so each space has a clear purpose. Open registration early, collect dietary requirements and confirm attendance before preparing badges, folders and printed lists. In the final week, test every presentation, chill drinks, print route signs and complete a safety check. The task and equipment lists below keep the preparation in the right order.

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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
Determine spaces and route
2 people
3
Choose activities for visitors
3 people
4
Design invitations
5
Send invitations
2 people
6
Publish open day online
7
Open the registration form
8
Process registrations
9
Collect dietary requirements
10
Confirm registrations
11
Send the program to visitors
12
Confirm speakers and guides
2 people
13
Collect presentations
14
Make reservations for materials
15
Check the shopping list
2 people
16
Do the shopping
2 people
17
Purchase refrigerated products
2 people
18
Chill drinks
2 people
19
Test presentation materials
2 people
20
Print the registration list
21
Prepare name badges
2 people
22
Assemble information folders
3 people
23
Lay out forms and pens
24
Print route signs
25
Conduct a safety check
2 people
26
Set up tables
4 people
27
Set out chairs
3 people
28
Set up the reception desk
2 people
29
Set up information stands
5 people
30
Set up the presentation area
3 people
31
Clear the movement area
2 people
32
Hang decorations
3 people
33
Place route signs
2 people
34
Set out coffee and tea
2 people
35
Arrange snacks on platters
3 people
36
Place waste stations
37
Check toilets
38
Test the technical setup one last time
2 people

Event

39
Staff the reception desk
2 people
40
Register visitors
2 people
41
Hand out name badges
42
Guide visitors around
3 people
43
Staff the information booth
4 people
44
Oversee health measurements
3 people
45
Supervise movement demonstrations
2 people
46
Lead presentations
2 people
47
Answer visitors' questions
3 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Keep the buffet tidy
52
Collect used dishes
2 people
53
Empty trash bins
54
Check toilets periodically
55
Register photo consent
56
Hand out feedback cards
57
Wave goodbye to visitors
2 people

Aftercare

58
Switch off equipment
2 people
59
Remove decorations
3 people
60
Clear tables and chairs
4 people
61
Wash dishes
3 people
62
Store chilled products
2 people
63
Collect waste
2 people
64
Clean rooms
4 people
65
Clean the restrooms
2 people
66
Count and check materials
2 people
67
Return borrowed materials
2 people
68
Store leftover stock
69
Safely archive registration data
70
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Reception desk
High tablesqty 4
Tableclothsqty 10
Storage cratesqty 8

Tableware

Reusable coffee cupsqty 80
Reusable drinking glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Presentation clicker
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphone
Coolersqty 4
Kettleqty 3
Coffee machinesqty 2

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2
Ice packsqty 12

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Information bannersqty 4
Chalkboardsqty 6
Directional signsqty 15
Name badgesqty 100
Table décorqty 10

Lighting

LED light stringsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Plan the visitor route before choosing activities. Mark where people enter, register, wait, attend talks and leave, then check that the route does not send visitors through cramped or staff-only areas.
Open registration as soon as the programme is stable, ideally at least two weeks before the event. Use the form to collect attendance and dietary requirements, then send confirmed visitors the programme rather than relying on the original invitation.
Give speakers and guides a firm deadline for their presentations. Collect the files several days before the open day, test them on the actual laptop and projector, and keep a clicker, extension cords and power strips ready.
Prepare the reception point before setting up refreshments. Print the registration list, make name badges and lay out forms and pens; otherwise the first visitors will queue while staff search for basic materials.
Do the final shopping and setup in two stages. Buy shelf-stable items first, purchase refrigerated products close to the event, chill drinks in coolers or fridges, and place route signs after the furniture and equipment are in position.

Frequently asked questions

How far in advance should you organise a health centre open day?: Set the date, programme and spaces at least four weeks ahead. Open registration about two weeks before the event, and confirm visitors and dietary requirements several days before the open day.
What should be included in a health centre open day programme?: Include the arrival time, registration point, visitor route, activities, talks, guides and refreshment breaks. Send the final programme at least three days in advance so visitors know where to go and how long the visit takes.
How many drinks should I prepare for a health centre open day?: Allow about two drinks per visitor for a two-hour programme, with extra water available throughout the route. Chill refrigerated products shortly before the event and keep a reserve in coolers or storage crates.
When should I test the presentation equipment for an open day?: Test the laptop, projector, screen, speakers, microphone and clicker at least two days before the event. Repeat a short sound and image check on the morning itself, after all extension cords and power strips have been connected.

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