How to organise a school open day

A successful school open day depends on a clear route through the building and a programme that staff, families and pupils can follow. Start by fixing the date, opening hours and room plan before sending invitations. Then use registrations to estimate tour groups, dietary needs, seating and refreshments. In the final week, check access, equipment, classroom materials and volunteer roles in detail. The plan below puts those decisions in a workable order so small omissions do not disrupt the day.

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
Allocate rooms and spaces
2 people
3
Check permits and notifications
4
Draft invitations
2 people
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign volunteers
2 people
10
Assign tour guides
11
Make reservations
12
Confirm suppliers
13
Create map and route
2 people
14
Design information boards
2 people
15
Prepare activities
4 people
16
Copy worksheets
2 people
17
Make name stickers
2 people
18
Do the shopping
3 people
19
Chill drinks
2 people
20
Prepare snacks
4 people
21
Sort materials by classroom
3 people
22
Test the equipment
2 people
23
Arrange keys and access

Event

24
Set up the registration desk
3 people
25
Set up tables
4 people
26
Set out chairs
4 people
27
Hang decorations
4 people
28
Put up tour signs
2 people
29
Set up stalls
5 people
30
Connect the technical equipment
2 people
31
Set up coffee station
3 people
32
Display snacks
3 people
33
Check toilets
2 people
34
Carry out safety checks
2 people
35
Brief volunteers
2 people
36
Welcome visitors
4 people
37
Check off registrations
2 people
38
Distribute program
2 people
39
Provide guided tours
4 people
40
Explain the classrooms
8 people
41
Assist trial lessons
6 people
42
Guide the craft activity
3 people
43
Supervise science experiments
3 people
44
Guide sports activities
4 people
45
Coordinate music performances
3 people
46
Staff the photo booth
2 people
47
Answer parents’ questions
3 people
48
Serve coffee and tea
3 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Empty trash bins
2 people
52
Clean toilets in between
2 people
53
Collect lost property
54
Announce evening program
55
Support performances
3 people
56
Set up evening buffet
4 people
57
Serve the evening buffet
4 people
58
Restock drinks in the evening
2 people
59
Wave goodbye to visitors
3 people

Aftercare

60
Switch off equipment
2 people
61
Clear buffet
4 people
62
Wash dishes
4 people
63
Sort waste
3 people
64
Put furniture back
5 people
65
Remove decorations
3 people
66
Clean the rooms
5 people
67
Clean the entrance and hallways
3 people
68
Thoroughly clean the toilets
2 people
69
Register lost and found items
70
Check materials
2 people
71
Return borrowed items
2 people
72
Process leftover food
2 people
73
Dispose of the last waste
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Beer tablesqty 6
Foldable tablesqty 8
Bar stoolsqty 8
Changing room screensqty 4
Party tentsqty 2
Tableclothsqty 20

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 150
Bowlsqty 80
Forksqty 150
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 10
Water jugsqty 12

Equipment

Coffee machinesqty 4
Kettlesqty 3
Coolersqty 6
Wireless microphonesqty 2
Speakersqty 2
Laptopsqty 4
Screensqty 4
Extension cordsqty 8
Power stripsqty 8
Mobile phonesqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 10
Mixing bowlsqty 8
Measuring cupsqty 4
Thermos flasksqty 8
Induction platesqty 2
Food warmersqty 6

Decorations

Buntingqty 12
Balloon archesqty 3
Balloonsqty 300
Chalkboardsqty 12
Directional signsqty 20
Photo backdrop
Table décorqty 20

Sports equipment

Footballsqty 8
Basketballsqty 4
Hoopsqty 12
Conesqty 30
Skipping ropesqty 12
Beanbagsqty 12
Tug of war rope

Creative materials

Colored pencilsqty 30
Markersqty 30
Paint setsqty 12
Brushesqty 60
A4 drawing paperqty 500
Colored paperqty 300
Scissorsqty 30
Glue sticksqty 30
Apronsqty 30

Information

Program flyersqty 300
Name stickersqty 250
Pensqty 40
Clipboardsqty 10
Registration formsqty 200
Envelopesqty 200
Wristbandsqty 250

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 6
Microfiber clothsqty 30
Waste binsqty 12
Hand sanitizer pumpsqty 12

Catering

Groceries

Tips

Set the programme and room allocation before opening registration. Give each activity a named room and include realistic time for visitors to move between classrooms.
Ask for dietary requirements on the registration form and review the responses at least 7 days before the open day. This gives you time to adjust snacks and serving arrangements.
Create tour groups based on registrations and assign guides before the final week. Give every guide the route, timings and a mobile phone contact for the coordinator.
Prepare classroom materials in separate, labelled batches rather than one central pile. Copy worksheets, sort them by classroom and place name stickers and activity supplies where staff will use them.
Test microphones, speakers, screens, laptops and power connections at least 24 hours beforehand. Arrange keys and access in advance, then set up the registration desk and tables before visitors arrive.

Frequently asked questions

How far in advance should you plan a school open day?: Set the date and basic programme at least 8 weeks ahead. Open registration once rooms, activities and volunteer needs are clear, and confirm suppliers and access during the final 2 weeks.
What should be included on a school open day registration form?: Ask for the visitor’s name, group size, preferred arrival or tour time and dietary requirements. Close or review registrations at least 7 days before the event so you can assign guides and prepare refreshments.
How many volunteers do you need for a school open day?: Plan at least one person for registration, one coordinator and one guide per tour group. Add activity helpers according to the number of rooms in use, and confirm every role 7 days before the event.
When should you set up for a school open day?: Complete room layouts, route signs and equipment checks the day before where possible. Set up registration tables, name stickers, refreshments and classroom materials at least 60 minutes before doors open.

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.