How to organise an open afternoon

Organising an open afternoon works best when you treat it as a short visitor journey: invitation, registration, welcome, information and refreshments. Start with the room and attendance estimate, then use registrations to plan dietary options, name badges, seating and printed programmes. On the day, leave enough time to check the venue, set up the reception table and test the sound before visitors arrive. The details people most often leave too late are keys, chilled drinks, coffee supplies and accessible information.

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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
Reserve the room
2
Draft invitations
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Print the program
7
Make name badges
2 people
8
Do the shopping
2 people
9
Set aside dietary products
10
Chill drinks
2 people
11
Prepare the coffee and tea station
2 people
12
Prepare snacks
3 people
13
Pick up venue keys
14
Check the Venue
2 people
15
Set up tables
3 people
16
Set up chairs
3 people
17
Set the tables
2 people
18
Set up the reception table
2 people
19
Make coffee
2 people
20
Set out snacks
2 people
21
Hang decorations
2 people
22
Put up info boards
23
Check sound

Event

24
Welcome visitors
3 people
25
Hand out name badges
2 people
26
Serve coffee and tea
3 people
27
Serve snacks
3 people
28
Supervise activities
3 people
29
Guide visitors around
2 people
30
Refill drinks
2 people
31
Collect tableware
2 people
32
Check toilets
33
See off the last visitors
2 people

Aftercare

34
Clear away food and drinks
3 people
35
Clear tables and chairs
4 people
36
Wash dishes
3 people
37
Collect waste
2 people
38
Clean the room
3 people
39
Remove decorations
2 people
40
Check materials
2 people
41
Return materials
2 people
42
Keep lost and found items

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Reception desk
Coat racksqty 2

Tableware

Coffee mugsqty 70
Drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Coolersqty 3

Decorations

Tableclothsqty 8
Flower arrangementsqty 8
Buntingqty 6
Name badgesqty 60
Clipboardsqty 4

Equipment

Portable speaker
Microphone
Extension cordsqty 3

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop and bucketqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set a registration deadline several days before the event, then use the final number to prepare name badges, seating and refreshments. Keep dietary requirements with the registration list rather than trying to collect them at the door.
Plan the room in visitor order: reception table first, coat racks nearby, then seating, information boards and refreshments. Walk the route once before opening to spot blocked entrances, missing signs or awkward queues.
Collect the venue keys early enough for a full setup and check the room before moving furniture. Allow at least 60 minutes for tables, chairs, table settings, decorations and the reception area.
Prepare coffee, tea and snacks before visitors arrive, but keep drinks chilled until close to opening time. Set aside dietary products separately and label them clearly so they are not mixed with general catering.
Test the microphone and portable speaker while the room is arranged, including extension cords and power access. Keep a short cleanup window after the last visitor for rubbish, dishes, spills and returning the room to its original layout.

Frequently asked questions

How far in advance should I organise an open afternoon?: Start at least 3 to 4 weeks ahead if visitors need invitations and registrations. Set a registration deadline several days before the event so you can prepare name badges, dietary products, seating and printed programmes.
How much food and drink do I need for an open afternoon?: For a two-hour afternoon, plan roughly 2 to 3 small snack portions and 2 drinks per visitor, then add about 10% for unexpected guests. Prepare extra coffee and tea if the programme includes a welcome talk or presentation.
How early should I arrive to set up an open afternoon?: Arrive at least 90 minutes before visitors are due if you need to collect keys, check the venue and arrange tables and chairs. Allow another 30 minutes if the room also needs decorations, information boards or sound equipment.
When should I print the programme and make name badges?: Print the programme and make name badges after registrations close, usually 2 to 3 days before the open afternoon. Keep a few blank badges and spare programme copies at the reception table for late registrations or unexpected visitors.

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