How to organise an assisted living open day

An assisted living open day needs more than an invitation and a tour route. Start by fixing the date, programme and visitor flow, then build the day around registration, guided visits and time for questions. The details most often missed are dietary requirements, medical privacy, volunteer cover and equipment for presentations. Use one visitor list to coordinate tours, catering, name badges and follow-up, and confirm every booking before the final week.

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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
Design invitations
2 people
3
Send invitations
2 people
4
Publish open day online
5
Inform the neighborhood and referrers
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Update visitor list
9
Assign tours
2 people
10
Schedule volunteers
2 people
11
Confirm catering booking
12
Confirm equipment reservation
13
Check the tour routes
2 people
14
Assign spaces for the tour
2 people
15
Collect presentations
2 people
16
Inform residents
2 people
17
Coordinate medical privacy
2 people
18
Prepare name badges
19
Print programs
20
Print route signs
21
Check presentation materials
2 people
22
Do the shopping
3 people
23
Store chilled products
2 people
24
Prepare snacks
4 people
25
Chill drinks
2 people
26
Secure the venue
3 people
27
Clear the entrance
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up buffet
3 people
31
Set up coffee station
2 people
32
Set up information stands
3 people
33
Hang up decorations
3 people
34
Put up route signs
2 people
35
Test sound system
2 people
36
Test the projector presentation
2 people
37
Check toilets
2 people
38
Set the tables
4 people
39
Set out snacks
3 people
40
Brief volunteers
2 people

Event

41
Staff the reception desk
2 people
42
Register visitors
2 people
43
Hand out programs
2 people
44
Hand out name badges
2 people
45
Escort visitors to rooms
3 people
46
Serve coffee and tea
3 people
47
Serve snacks
3 people
48
Guide tours
4 people
49
Demonstrate activities
4 people
50
Accompany residents during activities
4 people
51
Deliver the presentation
2 people
52
Answer visitors' questions
3 people
53
Refill drinks
2 people
54
Restock the buffet
2 people
55
Collect used dishes
2 people
56
Empty trash bins
2 people
57
Check toilets periodically
58
Guide photo moments
2 people
59
See off the last visitors
2 people

Aftercare

60
Turn off the sound equipment
2 people
61
Clear the buffet
3 people
62
Wash dishes
3 people
63
Clear away chilled products
2 people
64
Put furniture back
4 people
65
Remove decorations
3 people
66
Collect waste
3 people
67
Clean the rooms
4 people
68
Clean the restrooms
2 people
69
Pack equipment
2 people
70
Return borrowed items
2 people
71
Store leftover food
2 people
72
Archive visitor data

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 80
Buffet tablesqty 3
Reception desk
High tablesqty 4
Stoolsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Dessert platesqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving jugsqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Coolersqty 4
Kitchen scale

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 12
Flower arrangementsqty 8
Photo framesqty 12
Buntingqty 6
Adhesive hooksqty 30
Duct tapeqty 3
Name badgesqty 100
Badge holdersqty 80
Pensqty 30
Program leafletsqty 100
Registration formsqty 100
Route signsqty 12
Arrow stickersqty 30

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 8
Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Cleaning glovesqty 12
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries

Tips

Set the programme before sending invitations. Include arrival and registration time, presentation slots, guided tour times and a clear closing time so visitors know which part they can attend.
Process registrations continuously rather than waiting until the last few days. Update one visitor list with numbers, dietary requirements, tour assignments and any accessibility or support needs.
Walk every tour route before the open day with the people leading it. Check room access, signage, privacy around residents and whether each group can move through the spaces without blocking reception or catering.
Give residents and staff a clear briefing before visitors arrive. Agree which areas are private, how medical information is handled and who answers questions about care, daily life and admissions.
Confirm catering and equipment several days in advance, then check them again on the day. Count tables, chairs, coffee machines, cups, plates, presentation equipment and chilled storage against the expected visitor total.

Frequently asked questions

How far in advance should I plan an assisted living open day?: Set the date and programme at least 6 to 8 weeks ahead. Send invitations and publish the event once the tour capacity, volunteer schedule and catering arrangements are clear, then close or review registrations about 5 to 7 days before the event.
How many visitors should be in one assisted living tour group?: Plan for about 8 to 12 visitors per guide so people can hear explanations and move safely through the building. Add extra groups rather than making one group larger, and assign spaces and routes before the day.
When should I collect dietary requirements for an open day?: Ask for dietary requirements during registration and review the list 5 to 7 days before the event. Give the final numbers to the caterer at least 3 working days ahead, while keeping a small record at reception for last-minute questions.
What should I check on the morning of an assisted living open day?: Allow 60 to 90 minutes before opening for the final check. Test the laptop, projector, screen, speakers and microphone; place route signs and name badges; confirm refreshments are chilled; and make sure every tour and reception role is covered.

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.