How to organise an open day without last-minute confusion

Start an open day by deciding how visitors will move through the venue, then build the programme, registration process and staffing around that route. Confirm registrations and dietary requirements before ordering food, and leave time to print badges, signs and volunteer instructions. The final setup works best when the registration desk, activity stations, catering and visitor information are treated as separate zones. Use the day before for cleaning, collecting materials and checking deliveries; save only quick setup tasks for the morning itself.

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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
Publish program and route
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Confirm deliveries and materials
6
Create floor plans and signage
2 people
7
Print volunteer instructions
8
Prepare visitor badges
2 people
9
Check the weather forecast
10
Do the shopping
3 people
11
Collect materials
2 people
12
Clean the venue beforehand
3 people
13
Chill drinks
2 people
14
Prepare snacks and sandwiches
4 people
15
Set up the coffee and tea area
2 people
16
Build party tents
4 people
17
Set up tables and chairs
4 people
18
Set up registration desk
2 people
19
Set up the catering buffet
3 people
20
Set up activity stations
4 people
21
Hang up signage
2 people
22
Hang decorations
3 people
23
Test lighting and speaker
2 people
24
Prepare first aid kit
25
Receive and brief volunteers
2 people

Event

26
Staff the registration desk
2 people
27
Welcome visitors
2 people
28
Guide tours
3 people
29
Supervise activities
4 people
30
Serve coffee and tea
2 people
31
Serve snacks and sandwiches
3 people
32
Refill drinks
2 people
33
Clear buffet and tables
2 people
34
Empty trash bins
2 people
35
Check evening lighting
36
Wave goodbye to visitors
2 people

Aftercare

37
Clean up catering
3 people
38
Dismantle furniture
4 people
39
Take down tents and decorations
4 people
40
Wash dishes
3 people
41
Switch off equipment
2 people
42
Thoroughly clean the venue
4 people
43
Dispose of waste separately
2 people
44
Inventory materials
2 people
45
Return borrowed materials
2 people
46
Collect lost and found items
47
Archive registration details

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 80
High tablesqty 6
Registration desk

Tableware

Reusable platesqty 120
Reusable cupsqty 180
Coffee cupsqty 100
Cutlery setsqty 120
Serving traysqty 12
Thermos flasksqty 6

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 12
Wayfinding signsqty 12
Visitor badgesqty 150

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4
Coffee machinesqty 2

Lighting

LED string lightsqty 6
LED lampsqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving tongsqty 8
Pouring bottlesqty 8
Storage binsqty 12
Waste sorting binsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
First aid kit

Catering

Groceries

Tips

Publish the programme and visitor route early, then use the same wording on invitations, wayfinding signs and the registration desk. This prevents visitors from queuing in the wrong place or missing activity stations.
Close registration at least 3–5 days before the open day if possible. Use the final list to prepare visitor badges, confirm dietary requirements and estimate how many drinks, sandwiches and snacks you need.
Brief volunteers before visitors arrive, not while the registration desk is already busy. Give each person written instructions, a start time and a clear position, especially for the entrance, activity stations and catering area.
Plan the venue in zones: registration at the entrance, activity stations along the visitor route, and catering where queues will not block movement. Create the floor plan and signage before setting out tables, chairs and tents.
Check practical risks the day before: weather, power points, lighting, speaker and microphone, deliveries and first-aid supplies. Put extension cords and power strips where they cannot become trip hazards, and keep waste sorting bins visible near the catering area.

Frequently asked questions

How far in advance should you organise an open day?: Start planning 6–8 weeks ahead for a small or medium-sized open day. Send invitations and publish the programme several weeks before the event, then finalise registrations, dietary requirements and deliveries during the last 3–5 days.
What should I do the day before an open day?: Clean the venue, collect materials, confirm deliveries, check the weather forecast and print the final visitor and volunteer information. You can also prepare badges, signs, food components and equipment so the morning is limited to setup and final checks.
How many volunteers do you need for an open day?: Plan at least one volunteer for registration and one for each busy activity station, then add one person to coordinate the floor and answer questions. For example, an open day with four activity stations needs at least 6–7 people once breaks and catering support are included.
When should food and drinks be prepared for an open day?: Buy non-perishable supplies 2–3 days ahead and prepare sandwiches and snacks on the morning of the event, as close to serving time as practical. Chill drinks in advance, and set up coffee and tea shortly before visitors arrive so hot drinks remain fresh.

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.