How to organise an open day without last-minute chaos

An open day works best when visitors always know where to go and volunteers know exactly what to do. Start by fixing the date, programme and layout, then arrange bookings, permissions and invitations before preparing tours and activities. Registration numbers should drive your staffing, seating, refreshments and printed materials. In the final week, focus on deliveries, weather, power, signage and a short run sheet so the day can run without constant questions.

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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
Divide the rooms and grounds
2 people
3
Make reservations
4
Check permits and notifications
5
Draft invitations
2 people
6
Send invitations
2 people
7
Publish open day online
8
Process registrations
2 people
9
Collect dietary requirements
10
Create the volunteer schedule
2 people
11
Assign tour guides
12
Prepare activities
3 people
13
Create floor plans and signage
2 people
14
Have printed materials made
15
Check the shopping list
2 people
16
Do the shopping
3 people
17
Collect materials
2 people
18
Chill drinks
2 people
19
Prepare snacks
4 people
20
Print the run sheet and contact list
21
Check the weather forecast
22
Inspect the grounds
2 people
23
Set up tents
4 people
24
Set up tables and chairs
4 people
25
Set up the reception desk
2 people
26
Set up catering table
3 people
27
Connect sound equipment
2 people
28
Connect lighting
2 people
29
Hang up decorations
3 people
30
Set up signage
2 people
31
Set up information stands
4 people
32
Set up activity stations
4 people
33
Prepare coffee and tea
2 people
34
Display snacks
3 people
35
Conduct a safety check
2 people
36
Brief volunteers
3 people

Event

37
Open the doors
2 people
38
Welcome visitors
3 people
39
Register sign-ups
2 people
40
Explain the program
2 people
41
Guide tours
4 people
42
Staff info booths
6 people
43
Supervise activities
6 people
44
Serve coffee and tea
2 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Collect waste
2 people
48
Check toilets
49
Keep tables clean
2 people
50
Take photos
51
Provide music
52
Guide visitors to the exit
2 people
53
See off the last visitors
2 people

Aftercare

54
Clear away food and drinks
3 people
55
Collect tableware
3 people
56
Sort waste
3 people
57
Take down tables and chairs
4 people
58
Remove decorations
3 people
59
Switch off equipment
2 people
60
Clean the venue
4 people
61
Take down tents
4 people
62
Return materials
2 people
63
Store leftover stock
2 people
64
Keep lost and found items
65
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 6
Table skirtsqty 12
Coat racksqty 2
Stoolsqty 12

Tableware

Reusable platesqty 120
Reusable bowlsqty 60
Reusable cupsqty 180
Coffee cupsqty 80
Tea glassesqty 40
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8
Milk jugsqty 6
Sugar bowlsqty 6

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 8
Reception desk
Cash register
Payment terminal
Laptopsqty 2
Tabletsqty 3

Decorations

Buntingqty 8
Balloon archesqty 2
Flower arrangementsqty 8
Table décorqty 12
Chalkboardsqty 8
Name card holdersqty 40
Photo backdrop
Info bannersqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Storage binsqty 12
Aluminum foilqty 4
Ice packsqty 24

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 12

Lighting

String lightsqty 6
Outdoor lightsqty 4

Catering

Groceries

Tips

Set the programme and site layout before inviting people. Mark the reception desk, tour routes, activity areas, toilets, refreshment points and quieter spaces so your invitations can include clear arrival information.
Use registrations to build the volunteer schedule. Assign at least one person to reception, each tour group and each activity area, and keep one spare volunteer available for breaks or unexpected queues.
Prepare visitor information at least 3 days before the open day. Print maps, schedules, name labels and directional signs, and make sure the wording matches the floor plans and online information.
Plan refreshments around the busiest arrival period rather than the whole day. Chill drinks in advance, set up coffee machines and kettles safely, and keep reusable cups, plates, bowls and serving utensils together at one service point.
Treat the day before as a site check, not a setup day for everything. Inspect the grounds, check the weather forecast, test microphones and speakers, confirm extension cords and power strips, and print the final run sheet and contact list.

Frequently asked questions

How far in advance should I plan an open day?: Start 8 to 12 weeks ahead if the event needs reservations, permits or several tour groups. Send invitations once the date, programme, arrival instructions and registration method are confirmed.
How many volunteers do I need for an open day?: Plan one reception volunteer, one guide per tour group and one person per active area, then add at least 10% extra cover for breaks and no-shows. For example, four tour groups and three activity areas require at least 8 scheduled roles before adding cover.
What should I prepare the day before an open day?: Finish printed materials, collect equipment, inspect the grounds, check the forecast and test all power and audio equipment. Set up anything weatherproof and leave a printed run sheet and contact list at the reception desk.
How do I organise refreshments for an open day?: Estimate drinks and snacks from your registration numbers, then add around 10% spare portions. Keep cold drinks in coolers or refrigerators, prepare a separate coffee and tea station, and label any items linked to dietary requirements.

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.