How to organise a mosque open day
Start by fixing the date, opening hours and programme before inviting anyone. Build the day around guided tours, short talks and time for questions, then work backwards to recruit and brief volunteers. Registration helps you estimate attendance, dietary needs and seating, but allow for walk-ins too. In the final week, check the visitor route, reception area, toilets, equipment and refreshments so the day runs smoothly from the entrance onwards.
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
Confirm speakers for the program
2 people
- 4
Draft invitations
2 people
- 5
Send invitations
2 people
- 6
Publish open day online
2 people
- 7
Open the registration form
- 8
Process registrations
- 9
Collect dietary requirements
- 10
Recruit volunteers
3 people
- 11
Divide tasks among volunteers
3 people
- 12
Brief guides
2 people
- 13
Brief guest reception
2 people
- 14
Print program and route
2 people
- 15
Prepare name badges
2 people
- 16
Check Info Materials
2 people
- 17
Make a reservation for cleaning supplies
- 18
Finalize the shopping list
2 people
- 19
Do the shopping
3 people
- 20
Store fresh products chilled
2 people
- 21
Clean the venue beforehand
4 people
- 22
Check the entrance and escape routes
2 people
- 23
Check and restock toilets
2 people
- 24
Set up tables and chairs
5 people
- 25
Set up the reception desk
2 people
- 26
Mark the tour route
2 people
- 27
Set up information tables
3 people
- 28
Place shoe racks
2 people
- 29
Prepare prayer rooms
3 people
- 30
Set up kids' corner
2 people
- 31
Test sound system
2 people
- 32
Chill drinks
3 people
- 33
Set up coffee and tea station
3 people
- 34
Arrange snacks on platters
4 people
- 35
Post allergen information
2 people
- 36
Hold a volunteer briefing
6 people
Event
- 37
Staff the reception desk
3 people
- 38
Register visitors
3 people
- 39
Distribute program
2 people
- 40
Guide visitors to rooms
3 people
- 41
Give tours
4 people
- 42
Answer questions at the information desk
2 people
- 43
Serve coffee and tea
3 people
- 44
Serve snacks
3 people
- 45
Refill drinks
2 people
- 46
Keep prayer rooms tidy
2 people
- 47
Check toilets periodically
2 people
- 48
Remove waste regularly
2 people
- 49
Supervise kids' area
2 people
- 50
Guide presentation
2 people
- 51
Moderate the interview
2 people
- 52
Guide visitors to the exit
2 people
- 53
See off the last visitors
3 people
Aftercare
- 54
Close the coffee station
3 people
- 55
Package leftover food
3 people
- 56
Wash dishes
4 people
- 57
Clear tables and chairs
5 people
- 58
Remove decorations
3 people
- 59
Switch off equipment
2 people
- 60
Collect and remove waste
3 people
- 61
Clean the restrooms
2 people
- 62
Clean prayer rooms
3 people
- 63
Clean the venue thoroughly
4 people
- 64
Return borrowed materials
2 people
- 65
Store leftover materials
2 people
- 66
Collect lost and found items
- 67
Send visitor thank-you gifts
2 people
- 68
Archive photos and documents
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 10
- Folding chairsqty 80
- Reception desk
- Information desksqty 4
- Shoe racksqty 8
- Stoolsqty 12
- Children's chairsqty 6
- Bollardsqty 8
Tableware
- Reusable drinking glassesqty 180
- Coffee cupsqty 100
- Tea glassesqty 80
- Platesqty 180
- Forksqty 180
- Spoonsqty 180
- Knivesqty 80
- Serving spoonsqty 12
Kitchen
- Coffee machinesqty 2
- Kettlesqty 3
- Thermos flasksqty 6
- Coolersqty 4
- Serving plattersqty 16
- Serving traysqty 8
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Food tongsqty 8
- Measuring cupsqty 3
- Storage binsqty 12
Equipment
- Wireless microphonesqty 2
- Speakersqty 2
- Laptop
- Projector
- Extension cordsqty 4
- Power stripsqty 6
- Power banksqty 4
Decorations
- Welcome signqty 2
- Directional signsqty 12
- Tableclothsqty 10
- Flower arrangementsqty 8
- Pennant stringsqty 6
- Photo backdrop
Lighting
- LED lampsqty 8
- String lightsqty 4
Cleaning
- Vacuum cleanerqty 2
- Mopsqty 3
- Bucketsqty 3
- Broom setsqty 3
- Cleaning cart
- Hand broomsqty 4
Catering
- Groceries
Tips
- Set the programme before publishing the event. Allow fixed time slots for tours and talks, and leave at least 15 minutes between activities for late arrivals, questions and moving groups through the building.
- Open registration as soon as the invitations go out, ideally at least three weeks before the open day. Ask for names, group size and dietary requirements, then keep a separate estimate for visitors who may arrive without registering.
- Recruit volunteers by role rather than asking for general help. For a medium-sized group, plan separate people for reception, guiding, refreshments and room supervision, and give each team a written briefing at least three days beforehand.
- Prepare the entrance before setting up refreshments. Put the reception desk, name badges, printed programme and route information where visitors can see them immediately; keep shoe racks and any queue-control equipment close to the entrance.
- Do the final venue and stock check one day before the event. Test the wireless microphones, speakers and laptop, chill fresh products, restock the toilets, and walk the escape routes with someone who was not involved in the setup.
Frequently asked questions
- How far in advance should you plan a mosque open day?
- Fix the date and programme at least six weeks ahead. Send invitations and open registration about three weeks before the event, leaving the final week for volunteer briefings, shopping and venue checks.
- How many volunteers do you need for a mosque open day?
- For a small to medium event, plan at least one volunteer for reception, one guide for each tour group, two people for refreshments and one person overseeing the programme. Add more guides when groups exceed about 15 visitors.
- What should be included in a mosque open day programme?
- Use a simple timetable with an introduction, guided tours, short talks, questions and refreshments. Keep each tour to roughly 20 to 30 minutes and leave at least 15 minutes between groups for movement and questions.
- When should you prepare food and drinks for a mosque open day?
- Finalise the shopping list two to three days before the event and buy fresh products no earlier than the day before. Store chilled items promptly, while coffee, tea, serving equipment and other dry supplies can be prepared in advance.
Start this plan in Lizzt
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