How to organise a Union open day

A Union open day works best when visitors can move easily from registration to information desks, talks and refreshments. Start by fixing the date, room and programme, then open registration early enough to collect attendance and dietary requirements. In the final week, confirm speakers and volunteers, test the projector, microphones and laptop, and prepare signage and name badges. On the day, set up registration, information stands, seating and catering before the first guests arrive.

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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
2 people
2
Reserve a room
3
Check permits
4
Design invitations
2 people
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Publish the program
10
Confirm speakers
11
Assign volunteers
2 people
12
Assign info stands
2 people
13
Order catering
2 people
14
Check equipment
2 people
15
Print promotional materials
16
Prepare name badges
2 people
17
Create signage
2 people
18
Collect presentations
19
Test the equipment
2 people
20
Check route to venue
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Transport materials
3 people
26
Open venue
2 people
27
Check the rooms
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up information stands
4 people
31
Set up registration desk
2 people
32
Set up stage area
3 people
33
Connect the sound system
2 people
34
Set up presentations
2 people
35
Hang decorations
3 people
36
Set up signage
2 people
37
Build the catering buffet
3 people
38
Set up coffee station
2 people
39
Check sanitary facilities
40
Place waste stations
2 people
41
Brief volunteers
2 people
42
Do final safety check
2 people

Event

43
Welcome visitors
4 people
44
Register sign-ups
3 people
45
Hand out name badges
2 people
46
Staff info booths
8 people
47
Guide tours
2 people
48
Facilitate presentations
2 people
49
Operate the microphone
50
Serve coffee and tea
3 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Keep the buffet tidy
2 people
54
Empty trash bins
2 people
55
Check toilets
56
Answer visitor questions
2 people
57
Guide photo moments
58
Inform last visitors
2 people
59
Wave goodbye to visitors
3 people

Aftercare

60
Catering breakdown
3 people
61
Switch off equipment
2 people
62
Put furniture back
4 people
63
Wash dishes
3 people
64
Collect waste
3 people
65
Clean rooms
4 people
66
Pack up materials
3 people
67
Return materials
2 people
68
Keep lost and found items
69
Return venue keys

What to bring

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

Furniture

Information desksqty 8
Buffet tablesqty 4
Registration desk
Chairsqty 100
Bar stoolsqty 8
Clothes racksqty 2
Foldable tablesqty 2
Tableclothsqty 14

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Serving jugsqty 6
Thermos flasksqty 4
Ice spoonsqty 2

Decorations

Buntingqty 8
Balloon archesqty 2
Flower arrangementsqty 6
Table signsqty 14
Roll-up bannersqty 4
Poster presentation racksqty 4
Name badge holdersqty 120
Pen holdersqty 8

Lighting

LED string lightsqty 6
LED spotlightsqty 4
Lanternsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving spoonsqty 8
Scissorsqty 4
Aluminum foilqty 2
Food storage containersqty 12
Ice packsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Hand broomsqty 4

Catering

Groceries

Tips

Set the programme before designing invitations. Include arrival time, talks, information stands and refreshment breaks so visitors know what to expect and you can estimate room capacity.
Open registration as soon as the date and room are confirmed. Close it at least 3 days before the event so you can process registrations, collect dietary requirements and prepare name badges.
Assign volunteers to specific jobs and time slots, not just general support. Cover registration, information desks, speaker support, catering and equipment checks from setup until the last visitor leaves.
Test the presentation setup at least 2 hours before doors open. Connect the laptop, projector, projection screen, speakers and wireless microphones, then check extension cords, power strips and charging stations.
Plan catering around the programme and the headcount. Chill drinks, prepare snacks and arrange coffee machines, kettles, cups, glasses, plates and serving equipment before visitors arrive; leave time to transport materials and put up signage.

Frequently asked questions

How far in advance should I plan a Union open day?: Set the date, programme and room at least 6 weeks ahead. Open registration once those details are fixed, and confirm speakers, volunteers and catering no later than 2 weeks before the event.
When should registration close for a Union open day?: Close registration about 3 days before the event. That gives you time to process the final list, collect dietary requirements, print name badges and adjust catering numbers.
How early should volunteers arrive for a Union open day?: Ask the setup team to arrive 2 hours before guests. Registration and information-desk volunteers should be in place at least 30 minutes before opening, with signage and name badges ready.
What equipment should I test before the open day?: Test the laptop, projector, projection screen, speakers and wireless microphones at least 2 hours before the programme starts. Also check extension cords, power strips, charging stations and a microphone stand.

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.