How to organise a hospital open day

A hospital open day needs more than open doors and a welcome desk. Set the date and programme first, then build the visitor journey around public areas, timed tours and clear registration. The parts most often left too late are guide allocation, dietary information, route checks and staff briefings. Use one registration list for tour bookings, attendance updates and practical requirements, so reception staff and guides work from the same information.

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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
3 people
2
Compile tours
2 people
3
Select public areas
2 people
4
Assign tour guides
2 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Publish registration form
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Book tours
2 people
11
Reserve deliveries
12
Order catering
2 people
13
Assign volunteers
2 people
14
Create staff briefing
2 people
15
Design signage
2 people
16
Make information signs
3 people
17
Print program leaflets
2 people
18
Prepare name badges
2 people
19
Update the registration list
2 people
20
Check route and safety
3 people
21
Clean up the rooms
4 people
22
Collect materials
3 people
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Set out snacks
4 people
26
Prepare coffee and tea
2 people
27
Set up tables
4 people
28
Set up chairs
4 people
29
Set up information stands
6 people
30
Set up demonstrations
5 people
31
Set up kids' corner
3 people
32
Hang decorations
3 people
33
Set up signage
3 people
34
Set up registration desk
3 people
35
Test the equipment
2 people
36
Brief staff
4 people

Event

37
Staff the reception desk
4 people
38
Register visitors
4 people
39
Hand out program brochures
2 people
40
Direct visitors to activities
3 people
41
Guide tours
6 people
42
Give medical demonstrations
5 people
43
Staff information booths
10 people
44
Supervise children's activities
4 people
45
Serve coffee and tea
3 people
46
Serve snacks
4 people
47
Refill drinks
3 people
48
Keep buffet tables clean
2 people
49
Empty trash bins
2 people
50
Check toilets
2 people
51
Register lost and found items
52
Supervise the final tour
3 people
53
See visitors out
3 people
54
Close registration desk
2 people

Aftercare

55
Collect tableware
3 people
56
Clear buffet
3 people
57
Take down the information booths
5 people
58
Sort materials
3 people
59
Remove decorations
3 people
60
Clear tables and chairs
5 people
61
Collect waste
3 people
62
Clean rooms
4 people
63
Clean the kitchen
3 people
64
Switch off equipment
2 people
65
Remove signage
2 people
66
Return borrowed materials
2 people
67
Store leftover catering
2 people
68
Handle lost and found
69
Archive registration details
70
Send thank-you message
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Registration deskqty 2
High tablesqty 8
Clothes racksqty 2

Tableware

Reusable coffee cupsqty 150
Glassesqty 200
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Pouring jugsqty 10

Equipment

Coffee machinesqty 4
Kettlesqty 3
Coolersqty 8
Microphonesqty 2
Laptopsqty 4
Projectorsqty 2
Extension cordsqty 10
Power stripsqty 10
Power banksqty 6
Walkie-talkiesqty 8
Presentation screensqty 4

Decorations

Balloonsqty 150
Balloon standsqty 8
Buntingqty 12
Tableclothsqty 20
Flower arrangementsqty 8
Photo backdrop
Decorative arrowsqty 20

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Serving tongsqty 10
Storage binsqty 12
Thermos flasksqty 8
Cooling platesqty 12
Water dispensersqty 3

Catering

Name badgesqty 100
Badge holdersqty 100
Program leafletsqty 600
Registration formsqty 600
Pensqty 80
Clipboardsqty 12
Name stickersqty 150
Wristbandsqty 600
Menusqty 20
Napkin holdersqty 20
Groceries
Water jugsqty 12
Coolers for diet productsqty 3
Cooling matsqty 20
Label holdersqty 24

Cleaning

Waste binsqty 16
Cleaning bucketsqty 6
Mopsqty 6
Broom setsqty 4
Vacuum cleanersqty 3
Cleaning glovesqty 12
Pedal binsqty 8

Lighting

LED table lampsqty 10
LED string lightsqty 6

Tips

Start by fixing the programme and tour capacity before publishing invitations. Allow time between tours for visitors to leave one route and for guides to reset, rather than booking groups back-to-back.
Publish the registration form as soon as the tour times are confirmed. Ask for dietary requirements during registration and update the list regularly; a final check 48 hours before the event gives catering and reception time to respond.
Walk every visitor route with the assigned guides before opening day. Check doors, stairs, public areas and safety points, then use information signs and decorative arrows where visitors could otherwise hesitate.
Prepare one staff briefing covering arrival, registration, tour changes, safety questions and who to contact. Give guides the current programme and registration list, and make sure walkie-talkies or phones are charged before staff arrive.
Set up registration, refreshments and information materials before the first visitors arrive. Count chairs, tables, name badges, leaflets, reusable cups and serving equipment during setup, then chill drinks and set out snacks close to opening time.

Frequently asked questions

How far in advance should you plan a hospital open day?: Start at least 8 to 12 weeks ahead. Fix the date, programme and public areas first, then allow time for tour bookings, invitations, catering, signage and staff assignments.
How do you organise hospital open day tours?: Choose the routes and public areas before assigning guides. Set fixed tour times, limit each group to the safe capacity of the route, and leave at least 15 minutes between groups for movement and questions.
When should hospital open day invitations be sent?: Send invitations once tour times and the registration form are ready, ideally 4 to 6 weeks before the event. Close or review registrations 48 hours beforehand so catering and name badges match the latest list.
What should be checked on the morning of a hospital open day?: Check the visitor route, registration desk, signs, microphones, projectors, extension cords and refreshments before opening. Finish the safety walk-through at least 60 minutes before the first tour.

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.