How to organise a town hall open day

A town hall open day works best when visitors always know where to go, what happens next and who can help them. Start with the date, programme and walking route, then build registrations, staffing, room layouts and supplier bookings around them. Give yourself time to collect dietary requirements, prepare presentations and print visitor materials. On the day, check every room, test the microphone and projector, chill drinks and brief guides before the first visitor arrives.

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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 the date and program
3 people
2
Determine the spaces and walking route
2 people
3
Check permits and notifications
2 people
4
Assign staff and guides
2 people
5
Send invitations
2 people
6
Publish open day online
7
Process registrations
2 people
8
Collect dietary requirements
9
Order catering
2 people
10
Book tours
11
Confirm supplier agreements
12
Send program to attendees
13
Create floor plans and signage
2 people
14
Prepare info stands in content
6 people
15
Collect presentations and videos
3 people
16
Write volunteer instructions
2 people
17
Share the safety and evacuation plan
2 people
18
Check catering quantities
2 people
19
Prepare name badges
2 people
20
Print visitor forms
21
Do the shopping
3 people
22
Check rooms
2 people
23
Prepare materials
4 people
24
Chill drinks
2 people
25
Prepare coffee and tea
2 people
26
Unpack and present the snacks
3 people
27
Set up tables and chairs
6 people
28
Set up info stands
8 people
29
Hang decorations
3 people
30
Set up signage
3 people
31
Test equipment and presentations
2 people
32
Set up registration desk
2 people
33
Check and restock toilets
2 people
34
Give staff briefing
12 people

Event

35
Open doors and reception
4 people
36
Register visitors
3 people
37
Explain the program
2 people
38
Guide tours
4 people
39
Staff info booths
10 people
40
Lead presentations
3 people
41
Supervise children's activities
3 people
42
Assist at the photo spot
43
Serve coffee and tea
3 people
44
Serve snacks
3 people
45
Refill drinks
2 people
46
Empty trash bins
2 people
47
Check toilets periodically
2 people
48
Check the signage
49
Operate technical equipment during presentations
2 people
50
Register lost and found items
51
Inform last visitors
3 people
52
Guide visitors out safely
4 people

Aftercare

53
Take down the information booths
6 people
54
Clear tables and chairs
6 people
55
Switch off equipment
2 people
56
Chill leftover catering
2 people
57
Collect tableware and glassware
4 people
58
Sort and remove waste
3 people
59
Clean rooms
4 people
60
Clean the restrooms
2 people
61
Remove decorations
3 people
62
Return materials
3 people
63
Return borrowed equipment
2 people
64
Handle lost and found
65
Securely archive registration details
66
Send thank-you message

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
High tablesqty 8
Tableclothqty 18
Changing room rackqty 2

Registration

Registration desk
Registration formsqty 150
Name badgesqty 130
Badge holdersqty 130
Pensqty 30
Clipboardsqty 6
Guest book

Decorations

Balloonsqty 100
Pennant garlandsqty 8
Flower arrangementsqty 8
Table décorqty 18
Photo backdrop
Photo propsqty 12

Signage

Directional signsqty 20
Program postersqty 12
Info postersqty 20
Arrow stickersqty 30
Bollardsqty 12

Equipment

Laptopqty 3
Projectorqty 2
Projection screenqty 2
Portable speakerqty 2
Wireless microphoneqty 2
Extension cordsqty 8
Power stripsqty 10
Charging cablesqty 8
Power banksqty 4

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 12
Bottle openersqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Cleaning bucketqty 4
Mopsqty 4
Vacuum cleanerqty 2
Cleaning clothsqty 20
Hand soap dispensersqty 8

Safety

Flashlightsqty 6
High-visibility vestsqty 12
First aid kit
Cable matsqty 10

Catering

Groceries

Tips

Set the visitor route before creating signs. Walk it from the entrance to registration, information stands, tours, refreshments and the exit, then mark every turn that needs an arrow or directional sign.
Give each tour and presentation a named guide and a fixed start time. Send the final programme to attendees before the event so staff are not repeatedly explaining schedule changes at the registration desk.
Close registration and dietary-requirement collection early enough to confirm catering quantities. Recheck the numbers before ordering, and keep the final attendee list available at the registration desk.
Test presentation equipment in the actual rooms, not just at a desk. Check the laptop, projector, projection screen, portable speaker, wireless microphone, extension cords and power strips at least one day before opening.
Brief volunteers on the route, programme, registration process and evacuation plan before doors open. Put printed instructions at the registration desk and identify who handles lost visitors, late arrivals and room changes.

Frequently asked questions

How far in advance should I plan a town hall open day?: Start planning at least 8 to 12 weeks ahead. Use the first weeks to set the date, programme, spaces, route and permit requirements, then allow time for invitations, registrations, catering and supplier confirmations.
When should I send invitations for a town hall open day?: Send the first invitation 4 to 6 weeks before the event, with registration details and the main programme. Send the confirmed programme and practical visitor information again 3 to 5 days before the open day.
How many staff do I need for a town hall open day?: Assign at least one person to registration, one guide per active tour or visitor group, and one coordinator who can solve issues across the building. Add extra help for simultaneous presentations, large visitor flows or multiple entrances.
When should catering quantities be confirmed for an open day?: Collect dietary requirements when people register and confirm the final numbers with the caterer 5 to 7 days before the event. Recheck the count on the day before opening, especially if refreshments cover several programme blocks.

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.