How to organise an open day from start to finish

An open day runs smoothly when visitors always know where to go, what happens next and who can help them. Start by fixing the room, timetable and registration process before buying supplies or preparing activities. Then organise dietary information, visitor instructions, signs and name badges. On the day, allow time for reception, refreshments, equipment checks and a final safety walk-through—not just the activities themselves.

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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
Send invitations
2 people
2
Process registrations
3
Collect dietary requirements
4
Reserve a room
5
Set the schedule and times
2 people
6
Create visitor information
7
Make route and hall signs
8
Prepare name badges
9
Check activity materials
2 people
10
Test the equipment
2 people
11
Do the shopping
2 people
12
Prepare snacks
3 people
13
Chill drinks
14
Clean the venue beforehand
2 people
15
Print participant list
16
Bring materials to the venue
3 people
17
Set up tables
3 people
18
Set up chairs
3 people
19
Set up the reception table
2 people
20
Set up coffee station
2 people
21
Set out snacks
2 people
22
Hang decorations
2 people
23
Set up activity tables
3 people
24
Set up the sound system
2 people
25
Carry out the final safety check
2 people

Event

26
Welcome visitors
3 people
27
Check off registrations
2 people
28
Explain the program
29
Guide tours
3 people
30
Supervise activities
4 people
31
Serve coffee and tea
2 people
32
Serve snacks
2 people
33
Refill drinks
34
Collect used dishes
2 people
35
Support the evening program
3 people
36
Wave goodbye to visitors
2 people

Aftercare

37
Collect waste
2 people
38
Wash dishes
3 people
39
Clear tables and chairs
4 people
40
Clean the venue
3 people
41
Remove decorations
2 people
42
Disconnect equipment
2 people
43
Collect lost and found items
44
Package leftover food
2 people
45
Return materials
2 people
46
Return borrowed items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Coat racksqty 2
Waste binsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Drink pitchersqty 4
Coolersqty 4
Serving tongsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Welcome bannersqty 2
Tableclothsqty 8
Balloonsqty 50
Name badgesqty 100
Tapeqty 4

Equipment

Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Activities

Board gamesqty 8
Puzzle booksqty 12
Playing cardsqty 8
Colored pencilsqty 10
Drawing paperqty 200
Pensqty 40
Quiz cardsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the timetable before sending invitations, including arrival, welcome moments, activities and closing time. Leave at least 10 minutes between scheduled sections so late arrivals do not disrupt the programme.
Process registrations several days before the open day and print the participant list on the morning of the event. Keep dietary requirements with the reception information so snacks can be served safely.
Plan the visitor route from the entrance to the reception table, activity tables and toilets before making signs. Prepare route and hall signs early, because printing and attaching replacements is difficult once setup has started.
Test speakers, wireless microphones, extension cords and power strips in the actual room at least one day beforehand. On the day, check cables, sockets and sound levels before visitors arrive, not during the welcome.
Set up reception, coffee and snack stations before arranging the activity tables. Chill drinks in advance, place waste bins where people will use them, and keep serving trays, tongs and small bowls ready for quick refills.

Frequently asked questions

How far in advance should I plan an open day?: Start the room booking, schedule and invitation process at least 4 weeks ahead. Collect registrations and dietary requirements during the final 7 days, then confirm the participant list before printing it.
What should I do first when organising an open day?: Reserve the room and set the date, opening hours and visitor flow first. Once those are fixed, you can send invitations, plan activities and determine how many tables, chairs and refreshments are needed.
How much time do I need to set up an open day?: Allow at least 2 hours for setup when you need reception, seating, coffee, snacks, activity tables, signs and sound equipment. Add another 30 minutes for testing equipment and completing the final safety check.
When should I prepare food and drinks for an open day?: Prepare snacks on the day or the evening before, depending on the food, and chill drinks for at least 4 hours beforehand. Set out coffee and snacks shortly before opening so they remain fresh for arriving visitors.

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.