How to organise a preschool open day

A preschool open day works best when families can move through the space without waiting or asking where to go next. Start with the date, programme and registration process, then use the expected numbers to plan rooms, activities, refreshments and seating. Prepare the reception desk, signs and activity materials before setup day. The most common problems are missing dietary information, unclear routes, insufficient adult seating and leaving safety checks until visitors have arrived.

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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
Draft invitations
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Confirm registrations
7
Make reservations
8
Create program and route sign
2 people
9
Prepare activities
3 people
10
Check stock
2 people
11
Check the shopping list
12
Do the shopping
2 people
13
Prepare printed materials
14
Check rooms
2 people
15
Set out furniture
3 people
16
Set up the reception table
2 people
17
Set up craft tables
3 people
18
Set up play areas
3 people
19
Hang decorations
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Prepare materials per activity
3 people
23
Conduct a safety check
2 people
24
Brief reception team
2 people

Event

25
Welcome visitors
3 people
26
Provide guided tours
3 people
27
Guide the craft activity
2 people
28
Supervise free play
3 people
29
Lead the reading session
30
Serve coffee and tea
2 people
31
Serve snacks
2 people
32
Refill drinks
33
Record registrations and contact details
34
Manage photo and consent forms
35
Wave goodbye to visitors
2 people

Aftercare

36
Collect waste
2 people
37
Clear away play materials
3 people
38
Put furniture back
3 people
39
Wash dishes
2 people
40
Clean rooms
3 people
41
Clean the restrooms
42
Remove decorations
2 people
43
Check and store the materials
2 people
44
Return borrowed items
2 people
45
Store leftover stock

What to bring

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

Furniture

Children’s tablesqty 6
Children's chairsqty 30
Adult chairsqty 12
Reception desk
Coat racksqty 3
Play matsqty 6

Tableware

Reusable cupsqty 50
Children's platesqty 40
Adult platesqty 20
Cutlery setsqty 40
Coffee cupsqty 20
Serving traysqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Scissorsqty 3
Coolersqty 3

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 6
Tableclothsqty 6
Directional signsqty 8
Name stickersqty 100

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Cleaning

Waste binsqty 4
Hand brushes and dustpanqty 2
Mopsqty 2
Cleaning glovesqty 4

Activity materials

Colored pencilsqty 10
Wascoqty 10
Paint apronsqty 20
Picture booksqty 20
Building blocksqty 4
Puzzlesqty 10
Bubble solutionqty 6
Craft cupsqty 20
Sticky matsqty 6
Children's apronsqty 20

Catering

Groceries

Tips

Set the date and programme before sending invitations. Give families a clear arrival window, activity times and an estimated visit length so registrations are easier to manage.
Close registrations with enough time to act on the numbers. Use the final count to confirm dietary requirements, reservations, chairs, cups, plates and activity materials rather than guessing on the day.
Create the visitor route before arranging furniture. Place directional signs from the entrance to reception, play areas, craft tables, toilets and the exit, then walk the route as if you were arriving for the first time.
Prepare each activity in its own labelled set. Put the required materials on the relevant table, check that children can reach them safely and keep spare supplies where the activity leader can find them.
Finish the room setup and safety check before the reception team briefing. Test extension cords and power strips, secure decorations, clear walkways, check play mats and place waste bins where families will use them.

Frequently asked questions

How far in advance should I plan a preschool open day?: Set the date and programme at least 4 to 6 weeks ahead. Send invitations early enough to collect registrations, dietary requirements and any information needed for room and refreshment planning.
What should I prepare for preschool open day registration?: Prepare the reception desk, registration list, name stickers and a clear welcome route before doors open. Allow at least 30 minutes before the first arrival to brief the reception team and check the materials.
How many chairs and cups do I need for a preschool open day?: Base the quantity on confirmed registrations, separating children and adults rather than using one total. Add a small buffer of about 10% for cups, plates and seating so late arrivals or replacements do not disrupt the programme.
When should I prepare the activities for an open day?: Prepare and sort activity materials on the day before, then place them on the tables during setup. Complete a final check 30 to 60 minutes before opening to replace missing items and remove anything unsafe.

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