How to organise a public building reopening

A public building reopening needs more than a ribbon-cutting and a guest list. Start by fixing the date, opening hours and programme, then work outward to invitations, registrations, catering and room setup. Visitor information, access arrangements and signage must be ready before people arrive. The final checks are practical: inspect the building, ventilate rooms, test lighting and sanitary facilities, and confirm who holds the keys.

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
Confirm date and program
2 people
2
Set opening hours and admission
2 people
3
Compile guest list
2 people
4
Send invitations
2 people
5
Publish audience information
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Send reminder to invitees
9
Order catering
2 people
10
Reserve equipment
11
Schedule photographer
12
Confirm speakers
13
Collect speeches
14
Print the program
15
Prepare name badges
2 people
16
Make route signs
17
Arrange keys and access
18
Check the weather forecast
19
Do the shopping
2 people
20
Collect fresh produce
2 people
21
Inspect venue
2 people
22
Ventilate the rooms
2 people
23
Clean the entrance and façade
2 people
24
Check sanitary facilities
25
Check the lighting
26
Clear emergency exits
2 people
27
Check fire extinguishers
28
Set up the cloakroom
2 people
29
Set up the registration table
2 people
30
Set up tables
3 people
31
Set up chairs
3 people
32
Set up buffet
3 people
33
Set up coffee station
2 people
34
Chill drinks
2 people
35
Prepare snacks
4 people
36
Set out tableware and cutlery
2 people
37
Hang decorations
3 people
38
Place information signs
2 people
39
Set up the equipment
2 people
40
Test microphone
2 people
41
Set up presentations
42
Prepare the opening ceremony
2 people
43
Briefing for reception team
4 people
44
Brief catering team
4 people
45
Brief the technical team
2 people
46
Prepare registration materials
2 people
47
Check the reception area
2 people

Event

48
Welcome speakers
2 people
49
Register visitors
4 people
50
Welcome visitors
3 people
51
Take coats
2 people
52
Serve coffee and tea
3 people
53
Guide tours
4 people
54
Guide the photo moment
2 people
55
Present the opening program
56
Guide speeches
2 people
57
Carry out the opening act
3 people
58
Serve snacks
4 people
59
Refill drinks
3 people
60
Serve special meals separately
2 people
61
Guide visitor flow
3 people
62
Check the restrooms during the event
63
Collect waste along the way
2 people
64
See off the last visitors
3 people
65
Manage coat check
2 people

Aftercare

66
Switch off the equipment
2 people
67
Tear down the buffet
3 people
68
Remove decorations
3 people
69
Clear tables and chairs
4 people
70
Wash dishes
3 people
71
Collect waste
3 people
72
Clean rooms
4 people
73
Clean the restrooms
2 people
74
Collect lost property
75
Return materials
2 people
76
Return borrowed equipment
2 people
77
Store leftover catering
2 people
78
Lock up the building
2 people
79
Send a thank-you gift to participants

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 160
Buffet tablesqty 4
Registration desk
Coat racksqty 3
Clothes hangersqty 180
Waste binsqty 8

Tableware

Coffee cupsqty 180
Tea glassesqty 180
Water glassesqty 180
Wine glassesqty 120
Dinner platesqty 180
Pastry platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Teaspoonsqty 180
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Serving plattersqty 18
Serving trays with lidsqty 6
Serving tongsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 6
Ice packsqty 24
Aluminum serving traysqty 20

Equipment

Portable speakerqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Presentation screen
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12

Decorations

Balloonsqty 100
Balloon standsqty 4
Ribbonsqty 6
Opening ribbon
Scissors for the openingqty 2
Flower arrangementsqty 8
Tableclothsqty 16
Cable tiesqty 100
Wayfinding signsqty 12
Menu boardsqty 6

Lighting

LED string lightsqty 6

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the opening hours and admission process before sending invitations. Allow time for registration at the entrance, prepare name badges, and make the route from the entrance to the programme area obvious with printed signs.
Send the first invitation once the programme and speakers are confirmed, then send a reminder several days before the reopening. Ask for dietary requirements during registration so the catering order is not based on guesses.
Plan the visitor flow on paper before arranging the room. Place the registration desk near the entrance, keep coat racks and waste bins accessible, and leave clear walking space between folding chairs, buffet tables and exits.
Treat access as a separate deadline, not a last-minute detail. Confirm keys, doors, opening procedures and responsibility for closing at least one week beforehand, then check the route signs and lighting during the venue inspection.
Finish food and equipment logistics before the final day. Confirm the photographer and speakers, print the programme, collect fresh produce close to the event, and check coffee machines, kettles, serving ware, glasses and cooling equipment before setup begins.

Frequently asked questions

How far in advance should I plan a public building reopening?: Start at least 6 to 8 weeks before the reopening. Fix the date, opening hours and programme first, then allow several weeks for invitations, registrations, catering and equipment reservations.
When should invitations for a building reopening be sent?: Send invitations as soon as the date and main programme are confirmed, ideally 4 to 6 weeks in advance. Send a reminder 3 to 5 days before the event, including arrival details and access information.
How many drinks should I provide for a public reopening?: For a reception lasting about 2 hours, plan on 2 to 3 drinks per guest in the first hour and 1 to 2 per guest for each additional hour. Add coffee, tea and water, and keep chilled drinks cold with coolers and ice packs.
What should I check at the building before reopening day?: Inspect the building 1 to 2 days beforehand and repeat a short check on the morning itself. Verify access, ventilation, entrance and façade cleanliness, sanitary facilities, lighting, signage and the placement of registration, seating and catering areas.

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.