How to organise an open day that runs smoothly

A successful open day depends on a clear visitor flow, not just a full programme. Start by publishing the date and schedule, then manage registrations, dietary requirements and volunteer roles before arranging activities and supplies. In the final week, inspect the site, check the weather and test every activity and piece of equipment. On the day itself, visitors should be able to register, find information, join a tour and take part in activities without waiting for instructions.

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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 the date and program
2 people
2
Send invitations
2 people
3
Process registrations
2 people
4
Collect dietary requirements
5
Assign volunteers
2 people
6
Develop the activity program
3 people
7
Check the weather forecast
8
Do the shopping
3 people
9
Collect materials
4 people
10
Check activity materials
3 people
11
Chill drinks
2 people
12
Prepare snacks
4 people
13
Inspect the site
2 people
14
Set up tables and chairs
4 people
15
Set up party tents
4 people
16
Set up the information desk
2 people
17
Set up the catering table
3 people
18
Hang decorations
3 people
19
Set up activity stations
6 people
20
Test speakers and microphone
2 people

Event

21
Staff the registration desk
2 people
22
Welcome visitors
2 people
23
Give tours
3 people
24
Provide scouting information
2 people
25
Guide the button activity
2 people
26
Supervise outdoor games
4 people
27
Lead the campfire activity
3 people
28
Serve coffee and tea
2 people
29
Serve snacks
2 people
30
Refill drinks
2 people
31
Check waste and toilets
2 people
32
Wave goodbye to visitors
3 people

Aftercare

33
Store Materials Safely
4 people
34
Clear tables and chairs
4 people
35
Collect and sort waste
3 people
36
Wash dishes
3 people
37
Clean the grounds
4 people
38
Clean the kitchen
2 people
39
Remove decorations
2 people
40
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Beer tablesqty 4
Information desk
Waste binsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 40
Coffee cupsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 4
Serving plattersqty 10
Scissorsqty 4

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable walkie-talkiesqty 4
Laptop
Printer

Decorations

Buntingqty 8
Balloonsqty 100
Directional signsqty 10
Information bannersqty 4

Lighting

String lightsqty 4
LED lampsqty 6

Sports equipment

Footballsqty 4
Conesqty 20
Ropesqty 10
Wooden polesqty 12
Craft tablesqty 2
Craft supplies

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Washing-up tubsqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Publish the programme before sending invitations, including the opening hours, tour times and activity details. This gives visitors a reason to register and lets you estimate staffing, seating and catering needs.
Assign volunteers to specific jobs rather than leaving a general pool. Cover registration, visitor welcome, tours, scouting information and activity stations, with someone available to take over during breaks.
Check the site and weather forecast at least 48 hours before opening. Decide where party tents, tables, chairs, signs and waste bins will go, and keep a dry alternative ready for outdoor activities.
Test the practical setup before visitors arrive: speakers, microphone, laptop, printer, extension cords and power strips. Print registration information in advance so a printer problem does not stop check-in.
Prepare food and drinks around the visitor flow. Chill drinks, set out reusable cups and catering supplies, and keep a clear table for dietary options so guests do not need to ask who can eat what.

Frequently asked questions

How far in advance should you plan an open day?: Start planning at least 6 to 8 weeks before the event. Publish the date and programme early, then use the following weeks to process registrations, assign volunteers and confirm the activity materials.
How many volunteers do you need for an open day?: Plan at least one person for registration, one for the information desk and one guide per tour or activity station. Add enough cover for breaks, so a small open day usually needs a minimum of 5 to 6 volunteers on site at the same time.
When should you check the weather for an open day?: Check the forecast 48 hours before the event and again on the morning itself. Use the first check to confirm party tents and outdoor activities, and the final check to adjust the setup or move activities indoors.
When should food and drinks be prepared for an open day?: Buy the supplies 1 to 2 days beforehand, then chill drinks and prepare snacks on the event day. Set up the catering table before visitors arrive, leaving enough time to label dietary options and check that coffee machines and kettles work.

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.