How to organise a middle school open day

A successful middle school open day starts with a fixed programme and a simple route through the building. Set the date, decide which rooms visitors will see and open registration before preparing invitations or social posts. Then match visitor numbers with guides, rooms, catering and equipment. The details most often missed are dietary requirements, clear route signs, working presentation equipment and a proper briefing for teachers and volunteers.

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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
Assign rooms and tours
3 people
3
Sign up for open day
4
Design invitations
2 people
5
Send invitations
2 people
6
Post social media messages
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign tour guides
2 people
10
Prepare the teacher briefing
2 people
11
Create volunteer briefing
2 people
12
Make reservations
13
Order catering
2 people
14
Prepare floor plans
2 people
15
Design route signs
16
Make name badges
2 people
17
Collect presentations
2 people
18
Check equipment in each room
2 people
19
Create print materials
2 people
20
Do the shopping
3 people
21
Bring materials to school
3 people
22
Test coffee machines
2 people
23
Stock the refrigerators
2 people
24
Prepare the reception desk
2 people
25
Set up tables
4 people
26
Set up chairs
4 people
27
Set up the reception desk
2 people
28
Set up information booths
6 people
29
Hang decorations
3 people
30
Put up route signs
2 people
31
Lay out floor plans
2 people
32
Connect the technical equipment
3 people
33
Set up presentations
3 people
34
Prepare coffee and tea
3 people
35
Prepare snacks
4 people
36
Hand out name badges
2 people

Event

37
Welcome volunteers
2 people
38
Brief volunteers
3 people
39
Register visitors
4 people
40
Distribute program
2 people
41
Guide visitors around
4 people
42
Guide tours
8 people
43
Demonstrate lessons
10 people
44
Present briefings
4 people
45
Answer questions
6 people
46
Serve coffee and tea
3 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Keep buffet tables clean
2 people
50
Empty trash bins
2 people
51
Check toilets
2 people
52
Guide photo moments
2 people
53
Collect registration forms
2 people
54
Inform last visitors
2 people
55
See visitors out
3 people

Aftercare

56
Collect tableware
3 people
57
Switch off equipment
3 people
58
Remove decorations
3 people
59
Clear tables and chairs
5 people
60
Sort waste
3 people
61
Clean the rooms
5 people
62
Clean the restrooms
2 people
63
Clear the reception desk
2 people
64
Collect lost and found items
65
Return materials
3 people
66
Return equipment
2 people
67
Archive registrations
68
Send thank-you message
2 people
69
Answer follow-up questions
2 people

What to bring

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

Furniture

Information desksqty 12
Foldable tablesqty 8
Chairsqty 120
Bar stoolsqty 12
Reception desk
Tableclothsqty 20
Waste binsqty 12
Clothes racksqty 2

Equipment

Laptopsqty 8
Projectorsqty 6
Projection screensqty 6
Speakersqty 4
Microphonesqty 4
Extension cordsqty 12
Power stripsqty 12
Charging cablesqty 10
Presentation clickersqty 6
Walkie-talkiesqty 8

Tableware

Coffee cupsqty 150
Glassesqty 180
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pouring jugsqty 10
Thermos flasksqty 8

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Storage binsqty 12
Pliersqty 8

Decorations

Balloonsqty 200
Buntingqty 12
Directional signsqty 20
School bannersqty 4
Table décorqty 20
Plantsqty 12
Photo backdrop
Chalkboardsqty 8

Lighting

LED lampsqty 12
String lightsqty 6
Batteriesqty 24

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 4
Microfiber clothsqty 20
Glovesqty 12
Litter pickersqty 4

Catering

Drink dispensersqty 4
Coolersqty 4
Serving plattersqty 16
Bread basketsqty 8
Label holdersqty 20
Groceries

Tips

Set the programme before sending invitations. Include arrival times, tour lengths and presentation slots so you can estimate how many guides, rooms and seats are needed.
Close or review registrations at least 7 days before the event. Use the final list to collect dietary requirements, prepare name badges and plan reception staffing.
Walk the visitor route from the reception desk to every room 2–3 days beforehand. Check floor plans, route signs, presentation equipment, extension cords and charging cables in place.
Brief teachers and volunteers no later than the day before. Give tour guides their room assignments, timings and handover points; use walkie-talkies if staff will be spread across the building.
Prepare catering and reception before visitors arrive. Test the coffee machines, stock refrigerators and thermos flasks, and set up tables, information desks, chairs and waste bins in advance.

Frequently asked questions

How far in advance should you plan a middle school open day?: Set the date and programme at least 6–8 weeks ahead. Open registration once the timetable, rooms and tour structure are confirmed, then review numbers about 7 days before the event.
How many tour guides do we need for a middle school open day?: Plan one guide for each tour group and add one floating coordinator for every 5–6 groups. Base the final number on registrations, room capacity and the length of each tour.
When should we test the equipment for an open day?: Check projectors, screens, speakers, microphones and laptops 2–3 days before the event. Test them again when rooms are set up, with the correct cables, power strips and presentation clickers available.
When should invitations for a school open day be sent?: Send invitations 3–4 weeks before the open day and schedule a reminder 7 days beforehand. Keep registration open long enough to collect attendance numbers and dietary requirements before ordering catering.

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