How to organise a language school open day

Start by fixing the date, programme and spaces before inviting anyone. A language school open day usually needs a reception area, classrooms, trial lessons, guided tours and time for level assessments, so the schedule must allow people to move between activities. Open registration early, collect dietary and photo-consent information, and confirm attendance before preparing materials. The most common problems are unclear arrival instructions, untested presentation equipment and too little time between sessions.

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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
Reserve classrooms and reception area
3
Schedule teachers and guides
2 people
4
Draft invitations
2 people
5
Publish registration form
6
Send invitations
2 people
7
Promote open day online
2 people
8
Process registrations
9
Collect dietary requirements
10
Confirm registrations
11
Assess language levels
12
Prepare trial lessons
4 people
13
Plan the guided tours
2 people
14
Prepare presentations
3 people
15
Print registration forms
16
Order catering
17
Prepare photo consent
18
Test the equipment
2 people
19
Create signage
2 people
20
Put together welcome packs
3 people
21
Prepare name stickers
2 people
22
Lay out teaching materials
4 people
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Prepare snacks
3 people
26
Set up the reception desk
2 people
27
Set up tables and chairs
4 people
28
Set up trial classrooms
4 people
29
Set up the presentation area
3 people
30
Hang decorations
3 people
31
Set up signage
2 people
32
Set out welcome packs
2 people
33
Set up coffee and tea station
2 people
34
Prepare snacks and drinks
3 people
35
Recheck the equipment
2 people
36
Briefing for reception team
3 people
37
Brief teachers
5 people

Event

38
Welcome visitors
4 people
39
Register attendance
2 people
40
Hand out name stickers
2 people
41
Hand out welcome packs
2 people
42
Guide tours
3 people
43
Provide trial lessons
5 people
44
Serve coffee and tea
2 people
45
Serve snacks
2 people
46
Refill drinks
2 people
47
Staff information desks
5 people
48
Administer level tests
3 people
49
Give course advice
3 people
50
Deliver the presentation
2 people
51
Answer visitors' questions
3 people
52
Process registrations
2 people
53
Take photos with permission
54
Check toilets
55
Empty trash bins
2 people
56
Say goodbye to visitors
3 people

Aftercare

57
Collect materials
4 people
58
Switch off equipment
2 people
59
Remove decorations
3 people
60
Wash dishes
3 people
61
Tidy up rooms
4 people
62
Clean the reception area
3 people
63
Dispose of waste
2 people
64
Return borrowed items
2 people
65
Follow up on open registrations
2 people
66
Send a thank-you message to visitors
67
Archive photo material

What to bring

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

Furniture

Reception desk
Tablesqty 12
Chairsqty 90
Bar stoolsqty 6
Dressing tablesqty 4
Tableclothsqty 12

Tableware

Reusable glassesqty 100
Coffee cupsqty 80
Platesqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving traysqty 8
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Chargersqty 4
Headphonesqty 20
Level test computersqty 10

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 3
Ice cube traysqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Serving spoonsqty 4
Tea towelsqty 12
Coolersqty 2

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Table décorqty 12
Photo backdrop
Wayfinding signsqty 12
Chalkboardsqty 6
Chalk markersqty 12
Table signsqty 20

Lighting

LED string lightsqty 6
LED table lampsqty 8

Office supplies

Name stickersqty 120
Pensqty 100
Pencilsqty 60
Color markersqty 12
Notepadsqty 100
Clipboardsqty 12
Paper foldersqty 100
Registration formsqty 120
Photo consent formsqty 120
Program flyersqty 150
Course brochuresqty 150
Assess levelsqty 80
Envelopesqty 150
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Printer paperqty 5
Pen holdersqty 10
Wristbandsqty 120
Duty rostersqty 10

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Toilet brushesqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the programme before publishing the registration form. Give each activity a start and end time, and leave at least 10 minutes between trial lessons, tours and presentations so guides can move groups without delays.
Open registration as soon as the date and rooms are confirmed. Close or review registrations 3–5 days before the event, then send confirmed guests their arrival time, location and any level-assessment instructions.
Assign one person to the reception desk and prepare name stickers, registration forms and welcome packs before doors open. Keep a separate list of dietary requirements and photo consent rather than asking every visitor to repeat the information.
Test the laptop, projector, projection screen, speakers and microphone in the actual rooms at least one day beforehand. Check every charger, extension cord and power strip, and keep a backup presentation on a second device.
Prepare refreshments and teaching materials the day before where possible. Chill drinks, set out coffee equipment, cups and serving trays, and put classroom materials in each room before the first visitors arrive; last-minute setup is most likely to delay the welcome desk.

Frequently asked questions

How far in advance should I plan a language school open day?: Set the date and reserve the classrooms and reception area at least 6–8 weeks ahead. Open registration once the programme and staffing are confirmed, then use the final 3–5 days to confirm numbers and requirements.
How long should a language school open day last?: Allow around 3–4 hours for a programme combining welcome, presentations, trial lessons, guided tours and level assessments. Keep individual sessions to about 30–45 minutes and leave 10 minutes between them.
When should I send invitations for a language school open day?: Send the first invitations 4–6 weeks before the event and promote the registration form during that period. Send a confirmation with arrival details and the final programme 3–5 days before the open day.
How do I prepare for language level assessments at an open day?: Reserve computers and a quiet area before registrations close, then assign time slots in the programme. Allow about 15–20 minutes per visitor and confirm the required language level or test format with teachers in advance.

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