How to organise a school open house

Start by fixing the date, opening hours and programme before inviting anyone. Then map the building into a clear visitor route, decide what happens in each room and open registration with space for dietary requirements. In the final week, confirm volunteers, presentations, catering and equipment. On the day itself, reception, signs, name badges and room-by-room materials prevent most delays and keep visitors moving.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Set the programme before publishing invitations. Give each presentation or demonstration a start time, room and contact person, then leave at least 10 minutes between sessions for visitors to move.
Create the visitor map around the entrance and reception desk. Mark toilets, coat racks, refreshments and every demonstration room; print the signs before the final setup day rather than on the morning itself.
Close registration 2 to 3 days before the open house if possible. Use the final list to brief guides, prepare name badges and confirm dietary requirements with the catering provider.
Brief volunteers in one short meeting, ideally 3 to 5 days beforehand. Give guides the visitor route, room schedule, answers to common questions and a clear person to contact if equipment fails.
Run an equipment check in every room the day before. Test each laptop, projector, screen, extension cord and power strip in the actual layout, and place presentation materials in their destination room before doors open.

Frequently asked questions

How far in advance should you plan a school open house?: Start 6 to 8 weeks ahead for the date, programme, rooms and invitations. Confirm volunteers, suppliers and equipment at least 1 week before the event.
When should registration close for a school open house?: Close registration 2 to 3 days before the event so you can process names, dietary requirements and visitor numbers. Keep a small check-in list for late arrivals.
How many volunteers do you need for a school open house?: Plan at least 1 person at reception, 1 guide per busy visitor route and 1 room lead for each active demonstration area. Add one floating volunteer for breaks and unexpected questions.
When should you test the equipment for a school open house?: Test projectors, laptops, screens and power connections the day before, using the final room layout. Repeat a quick power-on check 30 to 60 minutes before visitors arrive.