How to organise an open house at a physiotherapy practice

Start by setting a date, opening hours and a simple programme before promoting the open house. Visitors should know when to arrive, what they can see and whether they need to register. Plan demonstrations around the practice equipment, while keeping treatment areas private and safe. The details that are often left too late are dietary requirements, supplier confirmations, route signs, name badges and testing the laptop, projector, video and sound before guests arrive.

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
Sign up for open day
3
Draft invitations
2 people
4
Send invitations
2 people
5
Post on social media
6
Distribute posters
2 people
7
Process registrations
8
Collect dietary requirements
9
Confirm registrations
10
Send the program to visitors
11
Confirm supplier agreements
12
Check presentations
2 people
13
Prepare demonstrations
3 people
14
Test music and video
2 people
15
Print the visitor list
16
Prepare name badges
2 people
17
Make route signs
18
Pick up catering
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Clear the spaces
3 people
22
Prepare materials
3 people
23
Protect workstations
2 people
24
Clean the venue
3 people
25
Set up tables and chairs
4 people
26
Set up the reception desk
2 people
27
Set up demonstration spaces
4 people
28
Hang decorations
2 people
29
Lay out information materials
2 people
30
Set out the catering
3 people
31
Prepare coffee and tea
2 people
32
Retest the equipment
2 people
33
Hold team briefing
5 people

Event

34
Welcome visitors
3 people
35
Register attendance
2 people
36
Give a tour of the practice
2 people
37
Serve coffee and tea
2 people
38
Demonstrate exercises
3 people
39
Present posture advice
2 people
40
Discuss sports injuries
2 people
41
Demonstrate fall prevention
3 people
42
Supervise children's activities
2 people
43
Serve snacks
2 people
44
Refill drinks
2 people
45
Replenish informational materials
46
Answer visitors' questions
3 people
47
Collect contact details
2 people
48
Take photos
49
Wave goodbye to visitors
2 people

Aftercare

50
Clear away food and drinks
3 people
51
Wash dishes
2 people
52
Collect waste
2 people
53
Clear tables and chairs
4 people
54
Switch off equipment
2 people
55
Clean rooms
3 people
56
Put materials back
3 people
57
Chill leftover catering
2 people
58
Put out waste bins
59
Return rental items
2 people
60
Follow up with visitors
61
Send thank-you message
62
Follow up on registrations

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Reception desk
Coat racksqty 2
Privacy screensqty 4

Sports equipment

Practice matsqty 8
Resistance bandsqty 12
Fitness ballsqty 4
Balance cushionsqty 4
Foam rollersqty 4
Small practice ballsqty 8
Conesqty 12
Low hurdlesqty 4
Hand grippersqty 6
Measuring tapesqty 4
Stopwatchesqty 4

Equipment

Laptopqty 2
Tabletsqty 3
Projector
Projection screen
Portable speaker
Extension cordsqty 6
Power stripsqty 6

Tableware

Glassesqty 70
Coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Coolersqty 4
Serving traysqty 8
Scissorsqty 4
Tableclothsqty 8

Decorations

Balloonsqty 80
Buntingqty 8
Flower arrangementsqty 6
Name badgesqty 80
Directional signsqty 12
Adhesive stripsqty 2

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the programme before sending invitations. Allow clear time slots for presentations and demonstrations, and send the final programme to registered visitors as soon as the schedule is confirmed.
Close registration early enough to prepare properly. Print the visitor list, collect dietary requirements and prepare name badges at least one working day before the open house.
Keep demonstrations separate from normal treatment work. Use privacy screens where needed, protect workstations and check that mats, resistance bands, fitness balls and other equipment are ready and safe to use.
Test all presentation equipment before the day starts. Connect the laptop, projector, projection screen, speaker, extension cords and power strips, then play the actual video or presentation rather than testing only the power.
Prepare the arrival route and refreshments before visitors come in. Set up the reception desk, coat racks, tables and chairs, place route signs, chill drinks and collect catering early enough to deal with missing items.

Frequently asked questions

How far in advance should I plan a physiotherapy practice open house?: Start planning at least 4 to 6 weeks ahead. Set the date and programme first, then allow time for invitations, registrations, supplier confirmations and preparation of demonstrations.
When should I send invitations for a physiotherapy open house?: Send the first invitations about 3 to 4 weeks before the event. Set a registration deadline around 5 working days before the open house so you can confirm attendance, collect dietary requirements and print the visitor list.
How many demonstrations should a physiotherapy practice open house include?: Plan 2 to 4 short demonstrations for a half-day open house, with roughly 10 to 15 minutes per demonstration. This leaves room for questions, movement between areas and visitors who arrive at different times.
When should I test the projector and sound for an open house?: Run a full test at least 1 day before the event and repeat a quick check 60 to 90 minutes before visitors arrive. Test the laptop, projector, video, speaker, extension cords and power strips in their actual positions.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!