How to organise an open day without missing the details
An open day works best when visitors always know where to go, what happens next and who can help. Start with the date, opening hours and programme, then build the visitor journey around registrations, arrival, presentations and tours. Confirm access, parking, catering, equipment and safety before inviting people. The details people often leave too late are dietary requirements, presenter briefings, tour capacity, name badges and clear route signage. Use the plan below to keep preparation in the right order.
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
Communicate opening hours
- 3
Send invitations
2 people
- 4
Publish event online
- 5
Process registrations
- 6
Collect dietary requirements
- 7
Send visitor information
- 8
Check the route directions
- 9
Publish parking information
- 10
Book tours
- 11
Confirm suppliers
- 12
Order catering
- 13
Create company presentation
2 people
- 14
Prepare demonstrations
3 people
- 15
Brief presenters
2 people
- 16
Assign tours
- 17
Schedule volunteers
- 18
Create a contact list
- 19
Design signage
- 20
Prepare name badges
2 people
- 21
Assemble info packs
3 people
- 22
Gather promotional materials
- 23
Check permits
- 24
Check insurance details
- 25
Prepare safety instructions
2 people
- 26
Check escape routes
2 people
- 27
Check first aid supplies
- 28
Check toilets
- 29
Buy supplies
3 people
- 30
Chill drinks
2 people
- 31
Prepare snacks
3 people
- 32
Set up the coffee corner
2 people
- 33
Set up the reception desk
2 people
- 34
Set up tables
4 people
- 35
Set up chairs
3 people
- 36
Set up the presentation area
3 people
- 37
Set up demonstration spaces
4 people
- 38
Hang decorations
3 people
- 39
Set up signage
2 people
- 40
Set up banners
2 people
- 41
Test the equipment
2 people
- 42
Test presentations
2 people
- 43
Set up the registration table
2 people
- 44
Lay out info packs
2 people
- 45
Set up catering
3 people
- 46
Brief reception team
4 people
- 47
Brief tour guides
4 people
Event
- 48
Give the opening speech
- 49
Welcome visitors
4 people
- 50
Register sign-ups
2 people
- 51
Hand out name badges
2 people
- 52
Hand out info packs
2 people
- 53
Guide tours
4 people
- 54
Give company presentations
2 people
- 55
Give demonstrations
5 people
- 56
Answer visitors' questions
3 people
- 57
Serve coffee and tea
2 people
- 58
Serve snacks
3 people
- 59
Refill drinks
2 people
- 60
Restock the buffet
2 people
- 61
Collect waste
2 people
- 62
Check toilets periodically
- 63
Track inventory
- 64
Guide visitors to the exit
2 people
- 65
See off the last visitors
2 people
Aftercare
- 66
Turn off presentation materials
2 people
- 67
Clean up catering
3 people
- 68
Collect tableware
3 people
- 69
Sort waste
2 people
- 70
Clear tables and chairs
4 people
- 71
Remove decorations
3 people
- 72
Remove signage
2 people
- 73
Clean rooms
4 people
- 74
Wash dishes
3 people
- 75
Empty the coolers
2 people
- 76
Store leftover stock
2 people
- 77
Inventory materials
2 people
- 78
Return borrowed items
2 people
- 79
Have waste removed
- 80
Thank visitors
- 81
Archive registration details
- 82
Answer outstanding questions
2 people
- 83
Save photos and files
- 84
Store promotional materials
2 people
- 85
Collect invoices
- 86
Restore company premises
3 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 12
- High tablesqty 8
- Folding chairsqty 80
- Reception desk
- Table skirtsqty 12
- Coat racksqty 3
- Bollardsqty 8
Tableware
- Coffee cupsqty 100
- Glassesqty 180
- Platesqty 160
- Knivesqty 160
- Forksqty 160
- Spoonsqty 100
- Serving spoonsqty 12
- Serving plattersqty 16
- Serving traysqty 8
Catering
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 6
- Buffet traysqty 8
- Drink dispensersqty 4
- Ice cube traysqty 4
- Groceries
Equipment
- Laptopsqty 3
- Projectorsqty 2
- Projection screensqty 2
- HDMI cablesqty 4
- Extension cordsqty 8
- Power stripsqty 8
- Microphonesqty 2
- Portable speakersqty 2
- Presentation clickersqty 2
- Flip chartsqty 3
- Tripodsqty 4
- Power banksqty 6
Decorations
- Company flagsqty 6
- Bannersqty 6
- Balloonsqty 100
- Balloon ribbonqty 2
- Table décorqty 12
- Plantsqty 10
- Name badgesqty 200
- Pensqty 30
- Wayfinding signsqty 12
- Arrow board holdersqty 12
- Poster holdersqty 8
Lighting
- LED lampsqty 12
- String lightsqty 6
- Battery lampsqty 8
Kitchen
- Cutting boardsqty 6
- Chef's knivesqty 4
- Serving tongsqty 10
- Measuring cupsqty 4
- Mixing bowlsqty 6
- Cookie tinsqty 4
- Aluminum foilqty 2
- Cling filmqty 2
Cleaning
- Vacuum cleaner
- Mopsqty 3
- Bucketsqty 3
- Trash binsqty 10
- Waste binsqty 4
- Hand soap dispensersqty 6
- Toilet brushesqty 4
- Cleaning glovesqty 8
Safety
- First aid kitsqty 2
- Fire extinguishersqty 4
- Flashlightsqty 4
- Safety vestsqty 8
- Non-slip matsqty 6
Promotion
- Info packsqty 200
- Business cardsqty 500
- Goodie bagsqty 200
- Notepadsqty 200
- Stickersqty 300
- Survey Cardsqty 200
Other
- Cable tiesqty 200
- Gaffer tapeqty 4
- Writing foldersqty 10
- Clipboard foldersqty 10
- Rain ponchosqty 20
Tips
- Set the programme before sending invitations. Include opening hours, presentation times, tour slots and demonstrations, then use the same information online and in visitor messages.
- Close registration with enough time to process numbers and dietary requirements. Use the final count to confirm catering, seating, name badges, information packs and tour groups at least 3–5 days before the event.
- Walk the visitor route before the open day, from parking and reception to presentation rooms, demonstrations and tours. Check every turn, entrance and queue point, then place signage and bollards where visitors could hesitate.
- Brief presenters and tour leaders with timings, meeting points, group sizes and a contact list. Schedule volunteers in shifts so reception, directions, tours and refreshments are covered throughout the opening hours.
- Test the presentation setup at the actual venue at least 24 hours beforehand. Check laptops, projectors, screens, HDMI cables, microphones, extension cords and power strips, and prepare a backup way to share essential information.
Frequently asked questions
- How far in advance should you organise an open day?
- Start planning at least 6–8 weeks before the open day. Set the date and programme first, check permits and insurance, then allow time for invitations, registrations, supplier confirmations and visitor information.
- When should I send invitations for an open day?
- Send the first invitation 3–4 weeks before the event, followed by a reminder about 7 days beforehand. Close or review registrations 3–5 days before the open day so catering, badges, tours and staffing match expected attendance.
- How do you organise tours during an open day?
- Set fixed tour times and a maximum group size before publishing the programme. Book visitors into available slots, assign a guide to each group and keep a short buffer of 10–15 minutes between tours for late arrivals and route changes.
- What should be checked the day before an open day?
- Recheck the visitor route, parking information, signage, catering delivery, room layout and presentation equipment 24 hours before opening. Also confirm volunteers, presenters, tour leaders and the contact list so last-minute questions have a clear owner.
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