How to organise a hospice open house

A hospice open house needs careful planning because visitors may enter both welcoming public rooms and private care areas. Start by fixing the date and opening hours, then build the programme around visitor numbers, guided tours and confirmed speakers. Registration helps you plan catering, volunteers and room capacity. Privacy, accessibility and a calm arrival experience should be settled before invitations go out, not on the day itself.

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
Set date and opening hours
2
Draft invitations
2 people
3
Send invitations
2 people
4
Open registrations
5
Process registrations
2 people
6
Collect dietary requirements
7
Check visitor list
8
Plan guided tours
2 people
9
Confirm speakers
10
Make catering reservation
11
Make material reservations
12
Assign volunteers
2 people
13
Check the tour routes
2 people
14
Record privacy agreements
2 people
15
Arrange photography appointments
16
Finalize the program
2 people
17
Print visitor information
18
Prepare name badges
2 people
19
Do the shopping
2 people
20
Check catering
2 people
21
Clean up the rooms
3 people
22
Mark private areas
2 people
23
Check toilets
24
Prepare the entrance
2 people
25
Set up tables
3 people
26
Set up chairs
3 people
27
Set up the reception desk
2 people
28
Set up coffee station
2 people
29
Chill drinks
2 people
30
Prepare snacks
3 people
31
Hang decorations
2 people
32
Set up information tables
3 people
33
Check the tour rooms
3 people
34
Test sound equipment
2 people
35
Brief volunteers
2 people

Event

36
Welcome visitors
3 people
37
Check off registrations
2 people
38
Hand out name badges
2 people
39
Give the opening speech
40
Guide tours
4 people
41
Staff information desks
4 people
42
Serve coffee and tea
2 people
43
Serve snacks
2 people
44
Refill drinks
2 people
45
Empty trash bins
2 people
46
Check toilets periodically
47
Answer visitors' questions
3 people
48
Announce program items
49
Guide visitors to the exit
2 people

Aftercare

50
Collect tableware
3 people
51
Wash dishes
3 people
52
Clear tables and chairs
4 people
53
Remove decorations
2 people
54
Collect waste
3 people
55
Clean rooms
3 people
56
Clean the restrooms
2 people
57
Switch off equipment
2 people
58
Return borrowed materials
2 people
59
Store leftover stock
2 people
60
Securely archive registration details
61
Send thank-you message

What to bring

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

Furniture

Reception desk
Tablesqty 8
Chairsqty 60
High tablesqty 4
Coat racksqty 2
Stoolsqty 6
Wheelchair-friendly chairsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 80
Dessert platesqty 80
Forksqty 80
Teaspoonsqty 80
Serving plattersqty 12
Serving tongsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Wireless microphone
Speaker
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Projection screen
Cable reelsqty 2

Decorations

Tableclothsqty 8
Flower arrangementsqty 8
Balloonsqty 50
Buntingqty 6
Tealight holdersqty 12
Photo framesqty 10
Name card holdersqty 10

Catering

Groceries

Information

Program bookletsqty 100
Tour cardsqty 100
Information leafletsqty 150
Route signsqty 12
Name badgesqty 100
Badge holdersqty 100
Pensqty 20
Clipboardsqty 4
Visitor formsqty 100
Feedback cardsqty 100
Registration formsqty 50
Envelopesqty 50
Arrow stickersqty 30
Barrier tapeqty 2
Name stickersqty 100

Cleaning

Trash binsqty 8
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 12
Cleaning glovesqty 6
Toilet brushesqty 2

Lighting

Table lampsqty 8
Mood lightingqty 4
LED lampsqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 3
Serving plattersqty 12
Storage binsqty 10
Ice packsqty 12

Safety

Non-slip matsqty 6
Cable coversqty 8
Flashlightsqty 4

Tips

Set the opening hours before drafting invitations, and give visitors a registration deadline at least 7 days before the event. Use the final visitor list to plan tour groups, seating and refreshments.
Plan guided tours in small groups and check every route in advance. Mark private areas clearly, allow time between groups, and record privacy agreements before photography or filming is arranged.
Confirm speakers, the programme and technical equipment at least 3 days ahead. Test the laptop, projector, screen, wireless microphone, speaker and extension leads together in the room where they will be used.
Ask for dietary requirements during registration and check the catering order against the final visitor count 48 hours before opening. Prepare coffee, tea, cups, glasses, plates and serving utensils where volunteers can reach them without blocking the entrance.
Prepare the entrance last but check it twice: reception desk, name badges, visitor information, coat racks and accessible seating should be ready before the first guest arrives. Keep toilets, private rooms and tour routes clearly checked and signposted.

Frequently asked questions

How far in advance should I plan a hospice open house?: Start planning at least 6 weeks before the open house. Set the date and opening hours first, then allow 3 to 4 weeks for invitations and registrations, with the final programme and visitor list checked during the last 7 days.
When should invitations be sent for a hospice open house?: Send invitations about 3 to 4 weeks before the event and set a registration deadline 7 days before opening. This gives you time to process registrations, collect dietary requirements and assign volunteers.
How do you organise guided tours at a hospice open house?: Create small tour groups, assign a guide to each group and leave at least 10 to 15 minutes between departures. Check the route beforehand, identify private areas and keep a visitor list so groups do not exceed room capacity.
What should be checked the day before a hospice open house?: Check the catering, rooms, toilets, entrance, tour routes, name badges and visitor information the day before. Test presentation equipment and confirm volunteers, speakers and photography appointments no later than 24 hours before opening.

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.