How to organise an open day without last-minute gaps

A successful open day depends on sequence more than decoration. Start by confirming the date, site approval and programme, then build the budget, recruit volunteers and open registrations. Once you know how many people are coming, you can plan dietary needs, materials, seating, refreshments and activity areas accurately. The final week is for checking stock, confirming the participant list, preparing signs and badges, and printing the run sheet with essential phone numbers.

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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
Check site availability
2 people
3
Request venue approval
4
Make reservations
5
Prepare the budget
2 people
6
Recruit volunteers
2 people
7
Design invitations
2 people
8
Send invitations
2 people
9
Post promotion online
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Create the volunteer schedule
2 people
13
Develop the activity program
3 people
14
Determine the route and signage
2 people
15
Check the weather forecast
16
Create final participant list
2 people
17
Check stock
2 people
18
Finalize shopping list
2 people
19
Do the shopping
3 people
20
Collect materials
2 people
21
Chill drinks
2 people
22
Setting up shelf-stable catering
2 people
23
Sort activity materials
3 people
24
Prepare name badges
2 people
25
Print the run sheet and phone numbers
26
Prepare weather backup
3 people
27
Inspect the site
3 people
28
Set up tents
5 people
29
Set up tables
4 people
30
Set up chairs
3 people
31
Set up the information desk
2 people
32
Set up reception check-in
2 people
33
Hang decorations
3 people
34
Set up signage
2 people
35
Set up activity stations
6 people
36
Test audio and microphone
2 people
37
Prepare coffee and tea
3 people
38
Prepare snacks
4 people
39
Set up the buffet and serving area
3 people
40
Conduct a safety check
3 people
41
Brief volunteers
3 people

Event

42
Welcome visitors
4 people
43
Register visitors
3 people
44
Guide tours
4 people
45
Support scouting activities
10 people
46
Provide information to parents
3 people
47
Serve coffee and tea
3 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Refill buffet
2 people
51
Empty trash bins
2 people
52
Check toilets
2 people
53
Rotate activities
4 people
54
Support the evening program
6 people
55
See off the last visitors
3 people

Aftercare

56
Clear away food and drinks
4 people
57
Collect activity materials
5 people
58
Take down tents and decorations
5 people
59
Clear tables and chairs
4 people
60
Wash dishes
3 people
61
Clean the grounds
5 people
62
Dispose of waste
2 people
63
Put supplies back
3 people
64
Return materials
2 people
65
Clean the kitchen and toilets
3 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Bar stoolsqty 8
Counter table
Tableclothsqty 12

Tableware

Coffee cupsqty 80
Glassesqty 120
Mugsqty 40
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 6

Decorations

Buntingqty 12
Balloonsqty 100
Balloon pumpqty 2
Table décorqty 12
Name badgesqty 150
Conesqty 20
Information boardsqty 8
Wayfinding signsqty 12
Chalkboardsqty 4

Equipment

Portable sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Thermos flasksqty 6
Laptopsqty 2
Printer

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 3
Serving tongsqty 8
Measuring cupsqty 3
Frying pansqty 2
Kettlesqty 3
Corkscrewsqty 2
Aluminum foilqty 3
Food storage containersqty 12

Sports equipment

Ropesqty 12
Small conesqty 30
Hoopsqty 10
Ballsqty 12
Water cups gameqty 30
Wooden polesqty 12
Climbing ropesqty 4
Compass setsqty 12
Flashlightsqty 12
Face paint setsqty 4
Craft tablesqty 4
Craft binsqty 8

Lighting

LED lampsqty 10
String lightsqty 6
AA batteriesqty 24
AAA batteriesqty 24

Cleaning

Waste binsqty 10
Broomqty 4
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8
Trash bagsqty 100
Hand soap dispensersqty 4
Paper towelsqty 8

Safety

First aid kitsqty 2
Large Flashlightsqty 4
Barrier tapeqty 4
Fire extinguishersqty 2
Reflective vestsqty 12

Catering

Groceries

Tips

Confirm the site and programme before sending invitations. Allow at least 6–8 weeks for venue approval, reservations and promotion, especially if the open day needs tents, tables, sound equipment or additional volunteers.
Set a registration deadline about 7 days before the event. Use the final participant list to confirm dietary requirements, prepare name badges and adjust quantities for plates, cups, drinks and activity materials.
Give every volunteer a defined shift and location. Create the schedule at least 5 days in advance, including who handles registration, refreshments, activities, wayfinding and closing tasks.
Walk the visitor route before the day and place information boards, cones and wayfinding signs where people may hesitate. Check that extension cords and power strips cannot cross walkways, particularly if you are using a microphone or portable sound system.
Do the final stock check 2–3 days beforehand, then shop and collect materials in one planned run. Chill drinks on the day before where possible, while shelf-stable catering, activity materials and table settings can be arranged before visitors arrive.

Frequently asked questions

How far in advance should I start organising an open day?: Start at least 6–8 weeks ahead. Use the first two weeks for the date, site approval, reservations, budget and programme; leave the final 7 days for registrations, volunteer confirmation and operational checks.
When should I send open day invitations?: Send invitations once the date, location, programme and registration method are confirmed, normally 4–6 weeks before the event. Keep registrations open until about 7 days before the open day so you can prepare the participant list and dietary information.
How many volunteers do I need for an open day?: Plan at least one named volunteer for each active responsibility, such as registration, refreshments, activities, route guidance and technical support. Build the schedule 5 days before the event and add cover for breaks and unexpected absences.
What should I check the day before an open day?: Check the weather forecast, stock, materials, signs, name badges, seating and power equipment the day before. Print the run sheet and phone numbers, chill drinks, and confirm that the final participant list and dietary requirements are available to the team.

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.