How to organise an elementary school open day

Start by fixing the date and building a programme around the rooms, activities and visitor routes. Then open registration, invite local families and recruit enough volunteers before preparing lessons, tours and children’s activities. The final week is for checking numbers, dietary requirements, equipment and printed information. A clear visitor map, named helpers and tested technology prevent most delays on the day.

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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 rooms and activities
3 people
3
Create a visitor map
2 people
4
Design invitations
2 people
5
Send invitations
2 people
6
Open the registration form
7
Reach out to the neighborhood and toddlers
2 people
8
Recruit volunteers
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Publish the program online
12
Inventory activity materials
2 people
13
Calculate catering quantities
2 people
14
Make a shopping list
2 people
15
Make reservations
16
Order print materials
17
Prepare tour routes
3 people
18
Collect presentations
3 people
19
Prepare children's activities
4 people
20
Prepare trial lessons
5 people
21
Test the equipment
2 people
22
Make name badges
2 people
23
Assemble information folders
3 people
24
Do the shopping
3 people
25
Collect fresh produce
2 people
26
Check the school and classrooms
3 people
27
Set up tables and chairs
5 people
28
Set up the reception desk
2 people
29
Set up the catering area
3 people
30
Chill drinks
2 people
31
Prepare coffee and tea
2 people
32
Prepare snacks
4 people
33
Hang decorations
3 people
34
Hang up route signs
2 people
35
Display projects
4 people
36
Set up trial classrooms
5 people
37
Set up presentations
2 people
38
Connect the sound and screen
2 people
39
Lay out information folders
2 people
40
Brief volunteers
3 people
41
Take team photo

Event

42
Staff the reception desk
2 people
43
Register visitors
2 people
44
Distribute program
2 people
45
Welcome visitors
3 people
46
Guide tours
5 people
47
Give trial lessons
6 people
48
Supervise children's activities
5 people
49
Give management presentation
2 people
50
Keep teachers available
8 people
51
Serve coffee and tea
2 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Empty trash bins
2 people
55
Check toilets
56
Take photos
57
Answer parents’ questions
3 people
58
Escort the last visitors
3 people
59
Support the evening program
4 people
60
Catering during the evening program
3 people
61
Refill drinks
2 people
62
Wave goodbye to visitors
3 people

Aftercare

63
Remove decorations
3 people
64
Switch off equipment
2 people
65
Clean up catering
4 people
66
Wash dishes
3 people
67
Clear tables and chairs
5 people
68
Collect waste
3 people
69
Clean the rooms
5 people
70
Clean the restrooms
2 people
71
Collect lost and found items
2 people
72
Close the school
2 people
73
Return materials
2 people
74
Return borrowed items
2 people
75
Store remaining catering
2 people
76
Send visitor thank-you gifts
77
Store photos securely

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Reception desk
Foldable tablesqty 4
Stoolsqty 12
Coat racksqty 4
Blanketsqty 6

Tableware

Reusable coffee cupsqty 100
Reusable drinking glassesqty 100
Platesqty 100
Cupsqty 80
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Teapotsqty 3
Milk jugsqty 4
Sugar bowlsqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Chargersqty 8
Walkie-talkiesqty 8
Power banksqty 6
Camera

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Serving spoonsqty 6
Chilled tablewareqty 6
Water jugsqty 8
Ice packsqty 20
Thermos flasksqty 6
Drink dispensersqty 4
Ice containersqty 4

Decorations

Balloonsqty 150
Balloon ribbonqty 2
Buntingqty 12
Tableclothsqty 12
Plantsqty 10
Photo backdrop
Chalkboardsqty 8
Flagsqty 8
Directional signsqty 20
Adhesive stripsqty 4
Rolls of tapeqty 6
Ropeqty 2
Scissorsqty 8
Information bannersqty 6

Catering

Groceries

Paper goods

Information foldersqty 150
Program leafletsqty 200
Name badgesqty 100
Registration formsqty 100
Pensqty 40
Pencilsqty 40
Clipboardsqty 10
Printer paperqty 2
Sticky notesqty 12

Sports equipment

Craft tablesqty 4
Craft matsqty 20
Colored pencilsqty 20
Markersqty 20
Colored paperqty 20
Scissors for childrenqty 30
Glue sticksqty 30
Building blocksqty 4
Puzzlesqty 12
Picture booksqty 20
Balloon pumpqty 4

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2
Waste binsqty 12
Glovesqty 20

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Safety

Flashlightsqty 4
Non-slip matsqty 12
Cable matsqty 8

Tips

Set the programme before designing invitations. Allow time for tours, trial lessons, presentations and children’s activities, then use the same order on the registration form and online programme.
Create visitor routes that do not send families through the same rooms in opposite directions. Mark the reception desk, activity rooms, toilets and exits on one simple visitor map.
Recruit volunteers before registrations close, not after. Assign separate people to reception, tour routes, activities, catering and equipment so one late arrival does not stop the programme.
Use registration numbers to calculate catering quantities and collect dietary requirements in the same form. Check the final totals several days before shopping, then collect fresh produce close to the event.
Test every laptop, projector, screen, speaker, microphone, charger and extension cord in the actual rooms. Prepare name badges and information folders before the final day so reception is not assembling them while visitors arrive.

Frequently asked questions

When should we start planning an elementary school open day?: Start at least 6 to 8 weeks before the open day. Set the date and programme first, then allow time for invitations, registration, volunteer recruitment, room planning and equipment checks.
How many volunteers do we need for an elementary school open day?: Plan at least one volunteer for reception, one for each active tour route, and one for each busy children’s activity or trial lesson. Add a small reserve, ideally 2 extra people, to cover breaks and no-shows.
When should invitations and registration open?: Open registration about 4 weeks before the event and send a reminder 7 to 10 days beforehand. Close or review registrations several days before the event so catering, badges, folders and tour groups can be prepared.
How far in advance should school open day equipment be tested?: Test the equipment in the correct rooms at least 3 days before the event. Test it again on the morning of the open day, especially microphones, projectors, speakers, extension cords and power strips.

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