How to organise a provincial house open day

A provincial house open day works best when visitors always know where to go next. Start by fixing the date, opening hours and tour programme, then build registration and visitor information around those decisions. Guides need a clear briefing, while the route, accessibility checks and safety instructions should be settled before invitations go out. In the final week, confirm numbers, dietary requirements, catering, room layouts and presentation equipment so the reception team is not solving problems at the door.

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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
3 people
2
Compile tours
2 people
3
Brief guides
3 people
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
2 people
7
Collect dietary requirements
8
Send visitor information
9
Book catering
10
Print tour schedule
11
Print maps
12
Prepare name badges
2 people
13
Check information signs
2 people
14
Collect presentations
2 people
15
Test the equipment
2 people
16
Set the route for visitors
2 people
17
Check accessibility
2 people
18
Prepare safety instructions
2 people
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Label diet meals
2 people
22
Prepare materials
3 people
23
Clear the entrance
3 people
24
Set up tables and chairs
6 people
25
Set up the reception desk
3 people
26
Set up information booths
6 people
27
Hang decorations
4 people
28
Put up directional signs
3 people
29
Set up the tour rooms
4 people
30
Set up sound system
2 people
31
Connect the screens
2 people
32
Set up coffee station
3 people
33
Set up the buffet
4 people
34
Check toilets
2 people
35
Register volunteers
2 people
36
Brief volunteers
3 people
37
Hold team briefing
5 people

Event

38
Welcome visitors
4 people
39
Check registrations
3 people
40
Distribute program
2 people
41
Direct visitors to rooms
3 people
42
Guide tours
8 people
43
Lead presentations
4 people
44
Staff information booths
8 people
45
Answer visitors' questions
4 people
46
Serve coffee and tea
3 people
47
Serve snacks
4 people
48
Serve diet meals
2 people
49
Refill drinks
3 people
50
Restock the buffet
3 people
51
Collect used dishes
3 people
52
Empty trash bins
2 people
53
Check toilets periodically
2 people
54
Count tour groups
2 people
55
Register lost and found items
56
Escort the last visitors
3 people

Aftercare

57
Clear out public areas
6 people
58
Take down information stands
5 people
59
Remove decorations
3 people
60
Switch off equipment
2 people
61
Wash dishes
4 people
62
Empty coolers
2 people
63
Sort waste
3 people
64
Clean the venue
5 people
65
Clean the restrooms
2 people
66
Return materials
3 people
67
Return borrowed items
2 people
68
Hand over lost and found items
69
Store leftovers refrigerated
2 people
70
Archive registration details

What to bring

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

Furniture

Information desksqty 4
Foldable tablesqty 18
Chairsqty 180
Bar stoolsqty 12
Buffet tablesqty 6
Coat racksqty 4
Waste binsqty 12

Equipment

Laptopsqty 6
Screensqty 4
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Speakersqty 4
Extension cordsqty 10
Power stripsqty 8
Charging stationsqty 3

Tableware

Coffee cupsqty 180
Glassesqty 240
Platesqty 240
Cutlery setsqty 240
Serving plattersqty 18
Serving spoonsqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 10
Coolersqty 8
Cutting boardsqty 6
Bread knivesqty 6
Serving tongsqty 12

Decorations

Buntingqty 12
Balloonsqty 200
Tableclothsqty 24
Chalkboardsqty 10
Flower arrangementsqty 8
Name badgesqty 80
Badge holdersqty 80
Directional signsqty 20
Program boardsqty 8

Lighting

LED string lightsqty 8
LED lampsqty 12

Catering

Groceries

Office supplies

Printer paperqty 5
Pensqty 40
Markersqty 12
Clipboardsqty 20
Tapeqty 8
Scissorsqty 6
Staplersqty 4
Staplesqty 8

Cleaning

Broomsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Waste sorting binsqty 6

Safety

Flashlightsqty 6
Safety vestsqty 20
Barrier tapeqty 4
Non-slip matsqty 8

Tips

Set the programme before opening registration. Give each tour a start time, capacity and meeting point, then use those details on the registration form and printed schedule.
Close or review registrations several days before the event and turn the final numbers into catering quantities, name badges, maps and labelled meals. Keep a separate count of dietary requirements rather than relying on memory.
Walk the visitor route from the entrance to every tour stop at least one week beforehand. Check signs, stairs, accessible alternatives, toilets, waiting areas and any point where groups could block each other.
Test every presentation setup on site at least one day before opening. Check laptops, screens, projectors, microphones, speakers, extension cords and power strips together rather than testing each item in isolation.
Set up the reception desk before the first guide arrives, with badges, maps, the tour schedule and visitor information ready. Chill drinks and prepare coffee equipment early enough to avoid queues during the first tour changeover.

Frequently asked questions

How far in advance should I plan a provincial house open day?: Set the date and draft the tour programme at least 8 to 12 weeks ahead. Open registration once capacities, meeting points and accessibility information are confirmed, and lock catering numbers several days before the event.
When should registration close for a provincial house open day?: Close registration 3 to 5 days before the open day if catering and printed materials depend on the numbers. Keep a short waiting list and record cancellations so the reception team has an accurate count.
How many guides do I need for the tours?: Assign at least one briefed guide to each simultaneous tour, plus one coordinator at reception. Keep groups to the capacity set for each route and add a spare guide when several tours overlap or the building has complicated access points.
When should I test the equipment for an open day?: Test presentations, projectors, screens, microphones and speakers at least one day before the event, using the rooms and cables planned for the day. Recheck microphones and presentation files 60 minutes before visitors arrive.

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.