How to organise a theatre open day

A theatre open day works best when visitors can move easily between tours, performances and workshops without waiting or getting lost. Start by fixing the date, opening hours and available halls, then build the programme around confirmed tour times and recorded activities. Open registration early so you can collect attendance and dietary requirements before ordering catering. In the final week, focus on safety routes, signage, volunteer briefings and technical tests; on the day itself, chill drinks, check the equipment and keep one person in charge of changes.

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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 date and opening hours
2
Reserve theater halls
3
Set the program and tours
2 people
4
Record Performances and Workshops
2 people
5
Complete the safety route
2 people
6
Design invitations
7
Send invitations
8
Publish event online
9
Open the registration form
10
Process registrations
11
Collect dietary requirements
12
Confirm tour times
13
Schedule volunteers
2 people
14
Calculate catering quantities
15
Check the shopping list
16
Order catering and materials
17
Test technical equipment
2 people
18
Mark the tour route
2 people
19
Prepare information boards
20
Prepare name badges
21
Print program leaflets
22
Print signage
23
Pick up catering
2 people
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Open venue
2 people
27
Set up the entrance desk
2 people
28
Build the catering buffet
3 people
29
Set up tables and chairs
4 people
30
Hang decorations
2 people
31
Set up signage
2 people
32
Set up information desks
3 people
33
Lay out program brochures
34
Connect the technical equipment
2 people
35
Test microphones
2 people
36
Check lighting settings
2 people
37
Set up workshop rooms
3 people
38
Brief guides
2 people
39
Welcome volunteers
2 people
40
Prepare first aid and emergency information
41
Inspect the public areas
2 people

Event

42
Open the doors
2 people
43
Welcome visitors
4 people
44
Check off registrations
2 people
45
Hand out program brochures
2 people
46
Guide tours
4 people
47
Lead the workshops
4 people
48
Announce performances
49
Welcome performers
2 people
50
Guide guests to the halls
3 people
51
Serve coffee and tea
3 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Collect tableware
2 people
55
Empty trash bins
2 people
56
Check toilets
2 people
57
Answer audience questions
2 people
58
Register lost and found items
59
Wrap up the final program item
2 people
60
Guide visitors to the exit
3 people
61
Close doors
2 people

Aftercare

62
Cool catering leftovers
2 people
63
Switch off the equipment
2 people
64
Remove decorations
2 people
65
Clear tables and chairs
4 people
66
Wash dishes
3 people
67
Collect waste
3 people
68
Clean public areas
3 people
69
Clean the restrooms
2 people
70
Clear Workshop Materials Away
2 people
71
Return borrowed materials
2 people
72
Store leftover catering
73
Archive registration details
74
Handle lost and found
75
Send thank-you message
76
Archive photos and materials

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 150
High tablesqty 8
Coat racksqty 4
Dressing room tablesqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Wireless microphonesqty 4
Speakersqty 2
Audio mixing console
Extension cordsqty 8
Power stripsqty 8
Laptopsqty 2
Projector
Projection screen
Walkie-talkiesqty 6

Decorations

Theater postersqty 20
Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 12
Stage drapesqty 4
Photo backdrop
Decorative theater masksqty 12

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 10

Catering

Water dispensersqty 3
Drink dispensersqty 4
Thermos flasksqty 8
Cooler cratesqty 4
Groceries

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 3
Storage binsqty 12
Serving tongsqty 10
Measuring cupsqty 3
Bottle openersqty 4

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Registration

Registration tablesqty 2
Counter signsqty 4
Clipboardsqty 6
Pensqty 30
Name badgesqty 180
Program leafletsqty 200
Wristbandsqty 200

Signage

Directional signsqty 20
Standsqty 12
Bollardsqty 12
Barrier tapeqty 4

Workshop materials

Practice blocksqty 40
Pencilsqty 50
Markersqty 40
Craft paperqty 300
Face paint setsqty 4
Mirrorsqty 6
Hand puppetsqty 12

Safety

Flashlightsqty 6
Emergency exit signsqty 8
First aid kitsqty 2
Safety vestsqty 8

Groceries

Coffeeqty 6

Tips

Set the programme before publishing invitations. Allow time between tours and workshops for visitors to move through the building, and confirm each tour time before sending final details.
Open registration as soon as the programme is stable, ideally several weeks before the event. Use the form to record attendance, tour choices and dietary requirements rather than collecting these by email.
Walk the complete visitor route before the day, including entrances, halls, dressing rooms and exits. Mark turns clearly and place information boards where visitors would otherwise need to ask for directions.
Test microphones, speakers, the mixer, projector and screen with the exact cables and power points you will use. Do this at least one day before opening, not while the first visitors are arriving.
Count catering by registered guests and volunteers, then check cups, glasses, plates and cutlery against that number. Pick up catering and chill drinks before doors open so serving does not compete with the first tour.

Frequently asked questions

How far in advance should I organise a theatre open day?: Start planning at least 8 to 12 weeks ahead. Book the theatre halls first, then allow several weeks to confirm the programme, open registration, schedule volunteers and order catering and materials.
When should registration open for a theatre open day?: Open registration once the main programme and tour times are confirmed, usually 4 to 6 weeks before the event. Close or review registrations early enough to calculate catering and print badges and leaflets.
How do I plan tours and workshops without creating queues?: Leave at least 15 minutes between consecutive activities in the same visitor flow. Keep groups small enough for the route and room capacity, and schedule volunteers at entrances, meeting points and transitions.
When should I test the technical equipment?: Test all microphones, speakers, the audio mixing console, projector and screen at least 24 hours before opening. Repeat a short sound and projection check 60 minutes before visitors arrive.

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