How to organise an open day without last-minute problems

A successful open day depends on more than welcoming visitors at the door. Start by fixing the date, checking every room and deciding what visitors should do when they arrive. Then build the visitor flow around registrations, activities, information points and refreshments. The jobs most often delayed are volunteer planning, dietary information, permits, signs and equipment checks. Work backwards from opening time so catering, furniture, badges and materials are ready before the first guest arrives.

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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
Check venue and rooms
2 people
3
Decide on activities for visitors
3 people
4
Draft invitations
5
Send invitations
2 people
6
Distribute flyers
3 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign volunteers
2 people
10
Make reservations
11
Calculate catering quantities
2 people
12
Check the purchase list
2 people
13
Check activity materials
2 people
14
Create floor plan
15
Prepare information boards
2 people
16
Prepare name badges
2 people
17
Make route signs
2 people
18
Check permits
19
Check the weather forecast
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Setting up shelf-stable catering
2 people
23
Bring materials to the venue
4 people
24
Open venue
2 people
25
Check the venue for safety
3 people
26
Build party tents
4 people
27
Set up tables
3 people
28
Set up chairs
3 people
29
Set up the information desk
2 people
30
Set up the registration table
2 people
31
Place route signs
2 people
32
Hang decorations
3 people
33
Set up activity stations
5 people
34
Prepare game materials
3 people
35
Set up the catering table
3 people
36
Prepare coffee and tea
2 people
37
Set out snacks
3 people
38
Place waste stations
2 people
39
Check toilets
2 people
40
Test sound system
2 people
41
Brief volunteers
3 people

Event

42
Open doors and reception
4 people
43
Register visitors
3 people
44
Explain the program
2 people
45
Provide information
2 people
46
Guide tours
3 people
47
Lead the creative activity
3 people
48
Supervise game activities
3 people
49
Give demonstrations
2 people
50
Serve coffee and tea
2 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Collect tableware
2 people
54
Empty trash bins
2 people
55
Check toilets periodically
2 people
56
Check stock
57
Turn on lighting
2 people
58
Support the evening program
3 people
59
Inform last visitors
2 people
60
Wrap up activities
3 people
61
See visitors out
3 people

Aftercare

62
Turn off the sound system
2 people
63
Remove decorations
3 people
64
Clear tables and chairs
4 people
65
Clear away activity materials
4 people
66
Wash dishes
3 people
67
Collect waste
3 people
68
Clean up catering
3 people
69
Clean the venue
4 people
70
Clean the restrooms
2 people
71
Take down party tents
4 people
72
Return materials
3 people
73
Store remaining supplies
2 people
74
Register lost and found items
75
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 4
Tableclothsqty 12
High tablesqty 4
Clothing rack
Coat racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 120
Pastry forksqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Small bowlsqty 20
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 8
Measuring cupsqty 2
Food containersqty 12
Aluminum foilqty 4
Cling filmqty 4

Equipment

Portable sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 4
Laptop
Printer
Laminator

Decorations

Balloonsqty 200
Balloon pumpqty 2
Buntingqty 8
Table décorqty 12
Name badgesqty 150
Pensqty 40
Tapeqty 8
Cable tiesqty 200
Chalkboardsqty 8
Chalk markersqty 12

Sports equipment

Conesqty 30
Skipping ropesqty 8
Ballsqty 12
Hoopsqty 8
Gamesqty 10
Craft tableclothsqty 6
Colored pencilsqty 20
Coloring pagesqty 150
Apronsqty 12

Lighting

LED light garlandsqty 6
LED lanternsqty 10

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Broomqty 3
Eye-catchersqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6
Hand sanitizerqty 8

Catering

Groceries

Tips

Set the programme before sending invitations. Give each activity a start time, room and estimated duration, then use that information in the invitation and registration process.
Process registrations as they arrive rather than waiting until the final week. Keep a list of dietary requirements and volunteer assignments, and set a deadline of at least 7 days before the open day for changes.
Plan the route through the venue before moving furniture. Allow clear access between tables, activity areas and information boards, and prepare signs for every turn visitors could get wrong.
Calculate refreshments from the confirmed attendance, not from the room capacity. For the first hour, plan roughly 2–3 drinks per person, plus coffee, tea, cups, plates and serving utensils for the food you will offer.
Finish the venue check before setup day. Confirm permits, the weather forecast, room safety, the sound system, microphone, coffee machines, kettles, coolers and any outdoor tents at least 24 hours before opening.

Frequently asked questions

How far in advance should you organise an open day?: Start planning 6–8 weeks before the event. Fix the date and programme first, send invitations once the main details are confirmed, and set the registration deadline about 7 days before the open day.
How many volunteers do you need for an open day?: Plan at least 1 volunteer for every 25–30 expected visitors at busy times, then add separate cover for reception, activities and refreshments. Create the rota at least 2 weeks in advance so gaps can be filled.
How much food and drink do you need for an open day?: Base quantities on confirmed registrations and add around 10% for late arrivals or extra servings. For the first hour, allow 2–3 drinks per person and record dietary requirements no later than 7 days beforehand.
When should you set up for an open day?: Bring materials and set up furniture, signs, catering and information boards on the day before whenever possible. On the event day, allow at least 2 hours before opening for the safety check, chilled drinks, coffee equipment and final room inspection.

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