How to organise an open day from start to finish
An open day works best when visitors can find the right information, activity and person without having to ask repeatedly. Start by fixing the date, programme and rooms, then build attendance through invitations, social posts and posters. Registration numbers should guide catering, volunteer shifts, name badges and equipment. Leave time for permits, dietary requirements, directions and a weather backup—these are often handled too late. Use this plan to keep preparation in the right order and make the day easy to run.
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
Reserve venue and rooms
- 3
Check permits and notifications
- 4
Draft invitations
2 people
- 5
Send invitations
2 people
- 6
Post promotion on social media
- 7
Distribute posters
3 people
- 8
Open the registration form
- 9
Process registrations
2 people
- 10
Collect dietary requirements
- 11
Recruit volunteers
2 people
- 12
Assign volunteers
2 people
- 13
Plan guided tours
2 people
- 14
Select activities
2 people
- 15
Make reservations
- 16
Order catering
2 people
- 17
Determine beverage stock
2 people
- 18
Make information signs
2 people
- 19
Publish directions
- 20
Publish the program online
- 21
Print the visitor list
- 22
Prepare name badges
2 people
- 23
Check the weather forecast
- 24
Do the shopping
3 people
- 25
Collect materials
3 people
- 26
Clear the spaces
3 people
- 27
Set up tables
4 people
- 28
Set up chairs
4 people
- 29
Set up the reception desk
2 people
- 30
Set up information tables
4 people
- 31
Hang decorations
3 people
- 32
Mark the tour route
2 people
- 33
Set up activities
4 people
- 34
Chill drinks
2 people
- 35
Prepare coffee and tea
2 people
- 36
Prepare snacks
4 people
- 37
Check toilets
- 38
Place waste bins
2 people
- 39
Conduct a safety check
2 people
- 40
Brief volunteers
2 people
Event
- 41
Staff the reception desk
2 people
- 42
Register visitors
2 people
- 43
Distribute program
2 people
- 44
Directing visitors
2 people
- 45
Provide information
3 people
- 46
Guide tours
3 people
- 47
Supervise activities
4 people
- 48
Serve coffee and tea
2 people
- 49
Serve snacks
3 people
- 50
Refill drinks
2 people
- 51
Collect tableware
2 people
- 52
Keep the buffet tidy
2 people
- 53
Check toilets periodically
- 54
Remove waste regularly
2 people
- 55
Guide photo moments
- 56
Supervise the final tour
2 people
- 57
Inform visitors about the end
- 58
Close the distribution point
2 people
- 59
Close the reception desk
2 people
- 60
End activities
4 people
Aftercare
- 61
Remove decorations
3 people
- 62
Clear tables and chairs
4 people
- 63
Sort materials
3 people
- 64
Wash dishes
3 people
- 65
Empty the coolers
2 people
- 66
Collect waste
3 people
- 67
Clean rooms
4 people
- 68
Clean the restrooms
2 people
- 69
Hand over the venue
2 people
- 70
Return borrowed materials
2 people
- 71
Store remaining catering
2 people
- 72
Destroying name badges and lists
- 73
Collect lost and found items
- 74
Send thank-you message
- 75
Share photos with permission
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 12
- High tablesqty 6
- Chairsqty 120
- Bar stoolsqty 8
- Tablecloth setsqty 12
- Clothes racksqty 2
Tableware
- Reusable drinking glassesqty 180
- Coffee cupsqty 120
- Platesqty 180
- Cutlery setsqty 180
- Serving spoonsqty 12
- Small bowlsqty 24
Equipment
- Coffee machinesqty 3
- Kettlesqty 2
- Coolersqty 4
- Extension cordsqty 6
- Power stripsqty 6
- Portable speakersqty 2
- Microphone
- Laptop
- Projector
- Projection screen
- Payment terminalsqty 2
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving tongsqty 8
- Mixing bowlsqty 6
- Thermos flasksqty 8
- Drink dispensersqty 3
- Ice packsqty 20
Decorations
- Buntingqty 8
- Balloonsqty 150
- Balloon weightsqty 8
- Flower arrangementsqty 6
- Menu Card Holdersqty 12
- Directional signsqty 12
- Information boardsqty 10
- Whiteboardsqty 3
Lighting
- String lightsqty 6
- LED lampsqty 10
- Flashlightsqty 4
Sports equipment
- Game materials
- Conesqty 20
- Hoopsqty 8
- Tug of war rope
- Markers and colored pencilsqty 20
- Coloring pagesqty 150
- Puzzlesqty 6
Cleaning
- Vacuum cleaner
- Mopsqty 3
- Bucketsqty 3
- Hand broomsqty 3
- Cleaning glovesqty 8
- Waste binsqty 10
- Fire blanketqty 2
Catering
- Groceries
Tips
- Set the programme before promoting the open day. Confirm the rooms, activity times and guided tour capacity first, so your invitations and registration form contain information that will not change later.
- Use registrations as your planning number. Review them at least 7 days before the event, record dietary requirements, print the visitor list and prepare name badges before the final setup.
- Assign volunteers to specific time blocks and locations rather than giving everyone general duties. Cover registration, tours, activities, catering and visitor questions, with a short handover between shifts.
- Check practical access details at least 3 days in advance. Publish directions, test the laptop, projector, microphone and portable speakers, and confirm where extension cords and power strips can be used safely.
- Plan food, drinks and weather together. Order catering after registration numbers are reliable, check the forecast 48 hours beforehand, and decide whether party tents, extra tables or indoor rooms are needed.
Frequently asked questions
- How far in advance should you organise an open day?
- Start at least 8 to 12 weeks ahead if you need a venue, permits, catering and promotion. Fix the date and programme first, then open registration early enough to estimate attendance.
- When should I send open day invitations?
- Send the main invitation 4 to 6 weeks before the open day, followed by a reminder about 7 days before. Include the programme, directions, registration deadline and any access information.
- How many volunteers do I need for an open day?
- Plan at least one volunteer for registration and one for general visitor support, then add people for each simultaneous tour or activity. Create shifts of about 2 to 3 hours so volunteers can take breaks.
- When should I order catering for an open day?
- Place the catering order once registrations have stabilised, usually 7 to 10 days before the event. Keep a small margin for late additions and confirm dietary requirements before submitting the final numbers.
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