How to organise a hotel open day

A hotel open day needs a clear route, timed tours and a reception process that keeps visitors moving. Start by fixing the programme and deciding which rooms guests will see, then open tour reservations before invitations go out. In the final week, confirm dietary requirements, staff roles, catering deliveries and equipment. On the day, check every room, prepare maps and scripts, and set up reception before the first guest arrives.

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 the date and program
2 people
2
Determine the tour route
2 people
3
Select available rooms
2 people
4
Make tour reservations
2 people
5
Design invitations
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Plan catering deliveries
10
Assign Staff for Guided Tours
2 people
11
Assign reception staff
2 people
12
Prepare parking information
13
Print maps
14
Prepare name badges
2 people
15
Print tour scripts
16
Check hotel rooms
3 people
17
Test the equipment
2 people
18
Confirm catering order
19
Do the shopping
2 people
20
Gather promotional materials
21
Chill drinks
2 people
22
Prepare coffee station
2 people
23
Prepare snacks
3 people
24
Set up the reception desk
2 people
25
Set up tables
3 people
26
Set out chairs
3 people
27
Set up the buffet
3 people
28
Hang decorations
2 people
29
Set up signage
2 people
30
Check the lighting
2 people
31
Set up the presentation area
2 people
32
Set up the coat check
2 people
33
Check toilets
34
Hold the staff briefing
4 people
35
Prepare the registration list
36
Carry out the final safety check
2 people

Event

37
Welcome visitors
3 people
38
Register sign-ups
2 people
39
Hand out name badges
2 people
40
Serve welcome drinks
2 people
41
Serve coffee and tea
2 people
42
Guide tours
4 people
43
Demonstrate hotel facilities
2 people
44
Deliver the presentation
2 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Restock the buffet
2 people
48
Check the signage
49
Check toilets periodically
50
Empty trash bins
2 people
51
Manage the cloakroom
52
Collect visitors' contact details
53
Answer visitors' questions
2 people
54
Supervise the final tour
2 people
55
Say goodbye to visitors
2 people
56
Close buffet
2 people

Aftercare

57
Clear out the cloakroom
2 people
58
Collect tableware
3 people
59
Clear away drinks
2 people
60
Switch off equipment
2 people
61
Remove decorations
2 people
62
Clear tables and chairs
3 people
63
Sort and dispose of waste
2 people
64
Wash dishes
3 people
65
Clean rooms
3 people
66
Clean the restrooms
2 people
67
Check hotel rooms
2 people
68
Register lost and found items
69
Store leftover catering
2 people
70
Return rental items
2 people
71
Store promotional materials
72
Archive registration details

What to bring

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

Furniture

Reception desk
Tablesqty 12
Chairsqty 80
High tablesqty 8
Coat racksqty 2
Stoolsqty 12
Buffet tablesqty 4
Tableclothsqty 16

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 150
Platesqty 120
Dessert platesqty 120
Forksqty 120
Pliersqty 12
Serving spoonsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Laptopsqty 2
Screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Decorations

Balloonsqty 100
Balloon archesqty 2
Flower arrangementsqty 8
Welcome bannersqty 3
Info boardsqty 10
Name badgesqty 120
Badge holdersqty 120
Cloakroom numbersqty 120
Directional signsqty 12

Lighting

String lightsqty 6
LED spotlightsqty 8
Battery lanternsqty 6

Kitchen

Serving boardsqty 8
Small bowlsqty 16
Pitchersqty 8
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 4
Food containersqty 12

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 20
Toilet brushesqty 4
Waste binsqty 12

Groceries

Coffeeqty 6

Tips

Set the tour route before publishing invitations. Choose the available rooms, decide where each group starts and finishes, and allow time to move between rooms so tours do not overlap.
Open tour reservations with fixed start times and a clear group size. Keep a registration list at reception and record dietary requirements before confirming catering quantities.
Assign staff to specific jobs at least 7 days beforehand: guided tours, reception, parking questions and equipment support. Give tour guides printed scripts and maps rather than relying on memory.
Check guest-facing rooms the day before the open day. Test screens, speakers, microphones, laptops and extension cords in the actual rooms where they will be used.
Set up reception and catering before doors open. Prepare name badges, welcome information, chilled drinks, the coffee station and snacks, then keep spare cups, glasses and serving utensils within reach.

Frequently asked questions

How far in advance should I plan a hotel open day?: Start planning at least 6 to 8 weeks ahead. Fix the date and programme first, then allow time for invitations, tour reservations, staffing, room checks and catering confirmation.
How long should a hotel open day tour last?: Allow about 30 to 45 minutes for a guided tour, depending on the number of rooms and stops. Add at least 10 minutes between tour groups for questions, movement and resetting rooms.
When should I send invitations for a hotel open day?: Send the first invitations 3 to 4 weeks before the event and close registrations around 3 days beforehand. This gives you time to assign tour groups and share dietary requirements with the caterer.
What should I check the day before a hotel open day?: Check every selected hotel room, the tour route, reception materials and all presentation equipment 1 day before opening. Confirm the catering order and delivery time, and prepare maps, scripts and name badges before staff briefing.

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.