How to organise an open afternoon

An open afternoon works best when visitors can move through the space without waiting or wondering where to go. Start by setting the visitor route and registration process, then confirm numbers, dietary requirements and room bookings before ordering refreshments. On the day, prepare the reception desk, coffee and tea station, buffet and signage in that order. Allow time to chill drinks, test equipment and brief the people greeting visitors before doors open.

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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
Send invitations
2 people
2
Process registrations
3
Collect dietary requirements
4
Check visitor list
5
Determine the spaces and walking route
2 people
6
Make reservations
7
Order groceries
8
Check materials
2 people
9
Pick up groceries
2 people
10
Chill drinks
2 people
11
Prepare snacks
3 people
12
Set up the coffee and tea station
2 people
13
Set up tables
3 people
14
Set up chairs
3 people
15
Set up the buffet
2 people
16
Lay out name badges
17
Hang decorations
2 people
18
Set up signage
2 people
19
Test the equipment
2 people

Event

20
Staff the reception desk
2 people
21
Register visitors
2 people
22
Inform visitors
2 people
23
Serve coffee and tea
2 people
24
Serve snacks
2 people
25
Refill drinks
2 people
26
Restock the buffet
2 people
27
Collect waste
2 people
28
Check toilets
29
See off the last visitors
2 people

Aftercare

30
Tear down the buffet
3 people
31
Wash dishes
3 people
32
Clear tables and chairs
4 people
33
Clean rooms
3 people
34
Dispose of waste
2 people
35
Return materials
2 people
36
Keep lost and found items

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 70
Reception desk
Buffet tablesqty 3
Waste binsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6
Coffee and tea potsqty 6

Catering

Thermos flasksqty 6
Groceries

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3
Portable speakersqty 2
Microphone

Decorations

Buntingqty 10
Balloonsqty 100
Name badgesqty 80
Tableclothsqty 10
Directional signsqty 8

Lighting

LED lampsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4

Tips

Set the visitor route before arranging furniture. Place the reception desk at the entrance, then use signs to guide people through each space and back to the exit without crossing the refreshment queue.
Use registration numbers to estimate refreshments. For a two-hour afternoon, plan roughly one portion of snacks and one hot drink per expected visitor, with extra cups, plates and glasses available for late arrivals.
Finish food and drink preparation before visitors arrive. Chill drinks, prepare snacks and fill thermos flasks early; the person serving coffee and tea should not also be checking the visitor list.
Test every powered item at least 30 minutes before opening. Check coffee machines, kettles, speakers and the microphone together, using the extension cords and power strips exactly as they will be positioned.
Keep the reception point staffed throughout the first hour. Have name badges, the visitor list and dietary information there, and brief staff on who should answer questions or direct visitors to another space.

Frequently asked questions

How early should you set up an open afternoon?: Start physical setup at least 3 hours before visitors arrive. Set out tables, chairs, reception materials and signage first, then prepare the buffet and drinks; reserve the final 30 minutes for equipment testing and staff briefing.
How many staff do you need for an open afternoon?: For up to 50 visitors, plan on at least two people: one at reception and one handling refreshments and visitor questions. Add one floating helper for every additional 25 to 30 visitors, especially if the event uses several rooms.
How much coffee and tea should you prepare for an open afternoon?: For a two-hour event, allow about one hot drink per visitor, plus 10% extra. Prepare the first batch before opening and keep a second batch ready in thermos flasks so the serving point does not run dry.
When should you order food for an open afternoon?: Confirm registrations and dietary requirements before placing the grocery order, ideally 3 to 5 days in advance. Buy or collect fresh snacks as close to the event as practical, while checking plates, serving utensils and waste bins at least one day before.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.