How to organise an open day without losing track

Start an open day with the programme and visitor flow, not with posters or refreshments. Decide which spaces and activities you will offer, then reserve the venue and confirm how guests will register. Use the registration list to plan volunteers, dietary requirements, catering and name badges. In the final week, check equipment, sort materials by activity and print the schedule and route. On the day itself, open with a safety check before setting up tables, chairs, reception and refreshments.

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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
Determine spaces and activities
2 people
3
Register open day with the board
4
Make venue reservations
5
Design invitations
6
Send invitations
2 people
7
Distribute promotional poster
2 people
8
Publish the online event
9
Process registrations
10
Collect dietary requirements
11
Assign volunteers
2 people
12
Brief activity supervisors
2 people
13
Calculate catering quantities
14
Confirm deliveries
15
Print the schedule and route
16
Prepare name badges
2 people
17
Print attendance list
18
Check stock
2 people
19
Do the shopping
2 people
20
Store groceries refrigerated
2 people
21
Sort materials by activity
3 people
22
Test the sound and lighting
2 people
23
Open venue
2 people
24
Check the venue for safety
2 people
25
Set up tables and chairs
4 people
26
Set up the entrance and reception desk
2 people
27
Set up activity corners
5 people
28
Hang decorations
3 people
29
Place route and program signs
2 people
30
Set up the coffee and drinks point
3 people
31
Prepare snacks
4 people
32
Chill drinks
2 people
33
Lay out crockery and cutlery
2 people
34
Set out activity materials
5 people
35
Brief the reception team
3 people
36
Hold briefing for activity leaders
8 people
37
Conduct the final room check
2 people

Event

38
Welcome visitors
3 people
39
Register sign-ups
2 people
40
Explain the program
2 people
41
Guide tours
3 people
42
Lead the workshops
8 people
43
Give demonstrations
4 people
44
Staff the information booth
2 people
45
Register new members
2 people
46
Serve coffee and tea
2 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Collect tableware
2 people
50
Keep buffet and tables clean
2 people
51
Empty trash bins
2 people
52
Check toilets periodically
53
Guide photo moments
54
Providing announcements
55
Support the evening program
5 people
56
See off the last visitors
3 people

Aftercare

57
Collect activity materials
4 people
58
Clean up catering
3 people
59
Take down tables and chairs
4 people
60
Remove decorations
3 people
61
Collect and sort waste
3 people
62
Wash dishes
3 people
63
Clean rooms
4 people
64
Clean the restrooms
2 people
65
Switch off equipment
2 people
66
Lock up the venue
2 people
67
Return borrowed items
2 people
68
Store leftover stock
2 people
69
Register lost and found items
70
Send thank-you message
71
Share photos with visitors
72
Update member records

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Reception desk
Folding chairsqty 10
Coat racksqty 3
Waste binsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pouring jugsqty 8
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Extension cordsqty 6
Power stripsqty 8
Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Camera
Flip chartsqty 3
Flipchart markersqty 12
Whiteboardsqty 3
Whiteboard markersqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Serving utensilsqty 12
Cooling matsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12
Flower arrangementsqty 6
Photo backdrop
Tapeqty 6
Cable tiesqty 100
Scissorsqty 6
Poster puttyqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Hand soap dispensersqty 4
Toilet brushesqty 3

Catering

Groceries

Tips

Set the programme before inviting anyone. Map the route from reception to each activity and allow enough time for visitors to move between spaces; this also determines how many supervisors you need.
Close registrations early enough to act on the numbers. A practical deadline is 3–5 days before the open day, leaving time to collect dietary requirements, print the attendance list and prepare name badges.
Brief every activity supervisor with the start time, room, equipment and escalation contact. Do this at least 30 minutes before opening so questions do not reach the reception desk once visitors arrive.
Prepare catering from the confirmed attendance rather than rough guesses. Check drinks, cups, plates, cutlery and serving equipment together, then keep perishable groceries refrigerated until setup.
Test the technical setup before visitors arrive. Check the projector, screen, speakers, microphone, laptops, extension cords and power strips in the actual rooms, and keep a printed schedule available if the equipment fails.

Frequently asked questions

How far in advance should you organise an open day?: Start planning at least 6–8 weeks ahead, especially if you need venue reservations, promotion and volunteer availability. Finalise registrations and practical quantities 3–5 days before the event.
What should I do first when organising an open day?: Set the date, programme and visitor route first. Once you know the activities and spaces, you can reserve the venue, assign supervisors and create accurate invitations.
When should I send open day invitations?: Send the main invitations around 3–4 weeks before the open day, then send a reminder 5–7 days beforehand. Keep registration open until you have enough time to process numbers and dietary requirements.
How many volunteers are needed for an open day?: Plan at least one person at reception and one supervisor per simultaneous activity. Add one floating volunteer for every 3–4 activity areas to cover breaks, directions and unexpected issues.

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.