How to organise a showroom open day
A showroom open day works best when visitors can register quickly, find their way around and move smoothly between demonstrations. Start by fixing the date and opening hours, then build attendance through invitations and weekly registration updates. Use the final week to confirm dietary requirements, catering and presentation materials. On the day, finish cleaning before arranging tables, reception, demonstrations and refreshments, then test every screen, laptop and speaker before opening.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set date and opening hours
- 2
Write invitation text
- 3
Send invitations
2 people
- 4
Register sign-ups
- 5
Update registrations weekly
- 6
Collect dietary requirements
- 7
Book catering
- 8
Schedule demonstrations
2 people
- 9
Collect presentation materials
2 people
- 10
Prepare name badges
- 11
Print the visitor list
- 12
Check the weather forecast
- 13
Pick up groceries
2 people
- 14
Chill drinks
2 people
- 15
Prepare snacks
3 people
- 16
Clean the showroom
3 people
- 17
Dust products
2 people
- 18
Set up tables and chairs
3 people
- 19
Set up the reception desk
2 people
- 20
Set up the catering buffet
3 people
- 21
Set up demonstration stations
3 people
- 22
Hang decorations
2 people
- 23
Put up signage
2 people
- 24
Test the equipment
2 people
- 25
Set up music
- 26
Briefing for reception team
4 people
Event
- 27
Welcome visitors
3 people
- 28
Hand out name badges
2 people
- 29
Provide guided tours
3 people
- 30
Demonstrate products
3 people
- 31
Serve snacks
2 people
- 32
Refill drinks
2 people
- 33
Clear buffet and tables
2 people
- 34
Wave goodbye to visitors
2 people
Aftercare
- 35
Switch off equipment
2 people
- 36
Wash dishes
2 people
- 37
Collect waste
2 people
- 38
Clear the showroom
4 people
- 39
Clean the showroom
3 people
- 40
Put materials back
3 people
- 41
Return materials
2 people
- 42
Store leftover catering
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 50
- Buffet tablesqty 3
- Reception desk
- Clothes racksqty 2
Tableware
- Coffee cupsqty 60
- Drinking glassesqty 80
- Platesqty 80
- Forksqty 80
- Knivesqty 80
- Spoonsqty 80
- Serving plattersqty 10
- Serving tongsqty 8
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Refrigeratorsqty 2
- Laptop
- Tablet for registration
- Monitor screen
- Portable speaker
- Extension cordsqty 4
- Power stripsqty 4
Decorations
- Balloonsqty 100
- Buntingqty 6
- Tableclothsqty 8
- Flower arrangementsqty 6
- Name badgesqty 100
- Information boardsqty 8
- Directional signsqty 6
- Brochure holdersqty 8
Kitchen
- Pitchersqty 6
- Thermos flasksqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Coolersqty 3
- Storage binsqty 8
Cleaning
- Vacuum cleaner
- Mopqty 2
- Bucketsqty 2
- Cleaning clothsqty 12
Catering
- Groceries
Tips
- Set the date and opening hours before writing the invitation. Send the invitation early enough to collect registrations, and update the visitor list every week so catering and name badges match expected attendance.
- Schedule demonstrations with clear start times and allow at least 10 minutes between sessions. Collect presentation materials in advance and test the laptop, monitor screen, speaker and extension cords before visitors arrive.
- Confirm dietary requirements before booking or finalising catering. Plan drinks, snacks, plates, cutlery and serving equipment around the registered headcount, then chill drinks and prepare the buffet on the day.
- Finish cleaning and dusting before setting up furniture. Arrange the reception desk near the entrance, place the tablet or visitor list there, and use directional signs to guide visitors to demonstrations, refreshments and exits.
- Keep the final weather check for the day before the open day, especially if visitors may queue or move outside. Put up signage, information boards and brochure holders after the main furniture is in place so they are not moved or hidden.
Frequently asked questions
- How early should you send showroom open day invitations?
- Send invitations at least three weeks before the open day. Review registrations weekly, then send a final reminder three to five days before the event so visitors can confirm attendance and dietary requirements.
- When should catering be booked for a showroom open day?
- Book catering once you have an initial attendance estimate, ideally two weeks before the event. Confirm the final headcount and dietary requirements three to five days beforehand.
- How much time do you need to set up a showroom open day?
- Allow at least three hours for setup, not including major cleaning or furniture delivery. Set aside extra time for demonstration stations and a full equipment test, especially if several sessions use the same laptop or screen.
- What should be tested before a showroom open day?
- Test the laptop, monitor screen, portable speaker, coffee machines, kettles and all extension cords on the day before or at least two hours before opening. Run each demonstration once and keep spare power strips available.
Start this plan in Lizzt
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