How to organise a volunteer coordination open day

Start by fixing the date, programme and expected visitor numbers before booking rooms or inviting anyone. Then define the volunteer roles, open registration and keep one accurate list of attendees, dietary requirements and presenters. The final week is for confirming suppliers, preparing the floor plan, printing materials and briefing hosts. On the day, allow enough time for room setup, name badges, demonstrations, catering and technical checks before visitors 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
Define the target group and number of visitors
2 people
3
Check venue and rooms
2 people
4
Reserve rooms and setup
5
Describe volunteer roles
2 people
6
Invite volunteers
2 people
7
Open the registration form
8
Send invitations
2 people
9
Publish open day online
10
Distribute promotional posters
3 people
11
Process registrations
12
Collect dietary requirements
13
Create the volunteer schedule
2 people
14
Send program to attendees
15
Confirm suppliers and bookings
16
Create floor plans and signage
2 people
17
Collect presentations and demonstrations
2 people
18
Brief the hosts
2 people
19
Create catering menu
2 people
20
Check the shopping list
2 people
21
Prepare name badges
2 people
22
Print information materials
2 people
23
Print attendance list
24
Do the shopping
3 people
25
Setting up shelf-stable catering
2 people
26
Check refrigerated products
2 people
27
Bring materials to the venue
4 people
28
Open venue
2 people
29
Check rooms
2 people
30
Set up tables
4 people
31
Set up chairs
4 people
32
Set up information stands
4 people
33
Set up the reception desk
2 people
34
Hang decorations
3 people
35
Set up signage
2 people
36
Connect sound equipment
2 people
37
Test the presentation room
2 people
38
Prepare coffee and tea
2 people
39
Prepare snacks
4 people
40
Chill drinks
2 people
41
Set out tableware and cutlery
2 people
42
Lay out name badges
43
Hold a volunteer briefing
6 people

Event

44
Staff the reception desk
2 people
45
Register visitors
2 people
46
Distribute program
2 people
47
Guide visitors around
4 people
48
Staff the information booth
6 people
49
Serve coffee and tea
2 people
50
Serve snacks
2 people
51
Facilitate presentations
2 people
52
Supervise activities
4 people
53
Refill drinks
2 people
54
Empty trash bins
2 people
55
Check toilets
56
Answer visitor questions
2 people
57
Capture photo moments
58
Escort the last visitors
2 people
59
Store leftovers safely
2 people

Aftercare

60
Gather information materials
3 people
61
Remove decorations
3 people
62
Dismantle tables and chairs
4 people
63
Wash dishes
3 people
64
Sort and remove waste
3 people
65
Clean the venue
4 people
66
Switch off equipment
2 people
67
Return materials
3 people
68
Return borrowed items
2 people
69
Check remaining stock
2 people
70
Follow up with participants
2 people
71
Thank volunteers
2 people
72
Store photos securely

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 80
High tablesqty 4
Table skirtsqty 10
Folding chairsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6
Power banksqty 2

Decorations

Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Table décorqty 10
Chalkboardsqty 8
Markersqty 12
Tapeqty 6
Ropeqty 2
Scissorsqty 6

Catering

Thermos dispensersqty 4
Drink dispensersqty 4
Serving trays with lidsqty 8
Ice packsqty 20
Water jugsqty 8
Bread basketsqty 6
Milk jugsqty 6
Sugar bowlsqty 6
Spice racksqty 2

Registration

Name badgesqty 100
Badge holdersqty 100
Clipboardsqty 6
Pensqty 30
Registration traysqty 4
Information foldersqty 100
Leafletsqty 150
Notepadsqty 30
Envelopesqty 100
Directional signsqty 12
Program flyersqty 150

Lighting

LED lampsqty 8
String lightsqty 4
Battery lanternsqty 6

Safety

First aid kit
Flashlightsqty 4
Cable matsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 8
Waste binsqty 8
Waste sorting binsqty 4
Hand soap dispensersqty 4
Napkin dispensersqty 8
Washing-up bowlsqty 4

Groceries

Groceries

Tips

Set the expected visitor number before arranging rooms, chairs, tables, coffee equipment or catering. Add a simple capacity check for every room so demonstrations and presentations do not compete for the same space.
Open registration as soon as the programme and volunteer roles are clear. Close it early enough to process dietary requirements, prepare name badges and print the attendance list before the event day.
Confirm presentations, demonstrations and host responsibilities at least 7 days before the open day. Ask presenters to send their materials in advance and test the projector, screen, speakers, microphone and extension cords together.
Create the floor plan before setting up tables and chairs. Mark registration, catering, presentation areas and room signs so hosts can direct visitors without stopping the programme to solve layout problems.
Buy and prepare shelf-stable catering before the final setup period, then check coffee machines, kettles, thermos flasks, cups, plates, glasses and serving utensils. Keep coolers and any chilled items separate until the last practical moment.

Frequently asked questions

How far in advance should I organise a volunteer open day?: Start planning at least 6 weeks before the event. Use the first 2 weeks for the date, programme, visitor target, rooms and volunteer roles, then allow 2 to 3 weeks for invitations and registrations.
When should I send invitations for a volunteer open day?: Send the first invitations as soon as the registration form and basic programme are ready, ideally 4 weeks before the event. Send the final programme and practical information 5 to 7 days beforehand.
How many volunteers do I need for an open day?: Set the number from the programme rather than using one fixed ratio: assign at least 1 named host to each active room or demonstration, plus people for registration, catering and technical support. Confirm the rota no later than 7 days before the event.
When should I prepare name badges and attendance lists?: Prepare both after registration closes, usually 2 to 3 days before the open day. Print a few blank badges and keep a digital backup in case late registrations or spelling changes come in.

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