How to organise an open day without last-minute chaos

An open day works best when visitors can move easily between activities, find the right information and get help without waiting. Start by fixing the programme, venue access and registration process before ordering furniture or preparing food. Then assign volunteer shifts and activity coordinators, inspect the venue and turn the plan into a simple layout. The final week is for printing, packing, checking materials and confirming dietary requirements—not for solving basic access problems.

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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
Finalize the program
2 people
2
Confirm the venue and access
3
Make furniture reservations
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Confirm volunteers
8
Schedule volunteer shifts
9
Confirm activity coordinators
10
Check permits and agreements
11
Inspect the venue in advance
2 people
12
Create a layout plan for the setup
2 people
13
Design signage
14
Design program flyers
15
Prepare visitor list
16
Prepare name badges
2 people
17
Collect information sheets
2 people
18
Check activity materials
2 people
19
Prepare decorations
3 people
20
Assemble supply crates
2 people
21
Do the shopping
2 people
22
Set up non-perishable supplies
2 people
23
Check fresh produce
2 people
24
Prepare snacks
4 people
25
Label allergens on dishes
2 people
26
Chill drinks
2 people
27
Check the tools and cables
2 people
28
Charge equipment
29
Check the weather forecast
30
Set up indoor alternative
3 people
31
Clean the venue
3 people
32
Set up tables and chairs
4 people
33
Set up information tables
3 people
34
Set up the reception desk
2 people
35
Build the catering buffet
4 people
36
Set up activity corners
5 people
37
Hang decorations
3 people
38
Set up signage
2 people
39
Test the lighting
2 people
40
Clear safe walkways
2 people
41
Check toilets
2 people
42
Brief volunteers
2 people

Event

43
Staff the reception desk
2 people
44
Welcome visitors
2 people
45
Distribute program
2 people
46
Hand out name badges
2 people
47
Announce the opening
48
Guide visitors to activities
3 people
49
Lead the creative activity
2 people
50
Supervise game activities
3 people
51
Provide information
3 people
52
Guide children during activities
3 people
53
Serve coffee and tea
2 people
54
Serve snacks
3 people
55
Refill drinks
2 people
56
Keep the buffet tidy
2 people
57
Empty trash bins
2 people
58
Check toilets periodically
59
Collect used dishes
2 people
60
Announce evening program
61
Serve the last round
2 people
62
Wave Visitors Off Warmly
2 people

Aftercare

63
Collect activity materials
3 people
64
Remove decorations
3 people
65
Clear tables and chairs
4 people
66
Wash dishes
3 people
67
Empty and clean coolers
2 people
68
Sort and remove waste
3 people
69
Clean the kitchen
3 people
70
Clean the restrooms
2 people
71
Clean the venue
4 people
72
Collect lost and found items
73
Return materials
2 people
74
Return borrowed items
2 people
75
Store leftover stock
2 people
76
Store participant data securely

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Bar stoolsqty 8
Tableclothsqty 12
Party tentsqty 2
Clothes racksqty 2
Storage cratesqty 12

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 150
Dessert platesqty 100
Cutlery setsqty 150
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 8

Catering

Coolersqty 4
Ice cube traysqty 4
Buffet traysqty 8
Bread basketsqty 6
Cake standsqty 4
Drink dispensersqty 4
Napkin holdersqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Mixing bowlsqty 6
Measuring cupsqty 3
Oven traysqty 6
Frying pansqty 2
Aluminum foilqty 2

Equipment

Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Bluetooth speakersqty 2
Microphone
Power banksqty 4
Notice boardsqty 4

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 6

Decorations

Buntingqty 8
Balloonsqty 150
Flower arrangementsqty 6
Photo backdrop
Directional signsqty 12
Name card holdersqty 4

Sports equipment

Table football game
Cornhole board set
Ballsqty 12
Hoopsqty 8
Conesqty 20
Skipping ropesqty 8
Gamesqty 12
Craft tableclothsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Broomqty 3
Trash binsqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 6
Toilet brushesqty 4
First aid kit
Fire extinguishersqty 2

Information

Reception desk
Clipboardsqty 6
Pensqty 30
Name badgesqty 150
Program boardsqty 6
Menu boardsqty 6
Brochure racksqty 8
Wristbandsqty 150

Groceries

Groceries

Tips

Set the programme and visitor flow before planning the room. Mark entrances, registration, activity areas, seating and refreshment points on one layout so tables, chairs and signage support the same route.
Close registration at a defined point, ideally 3–5 days before the event. Use the final visitor list to prepare name badges, information sheets and enough printed programme flyers.
Give every volunteer a named shift and a clear handover time. Plan at least one person for registration and one float volunteer who can cover breaks or answer questions during busy periods.
Inspect the venue before setup day, including access doors, storage space, power points and toilets. Confirm permits and agreements at least 2 weeks in advance so a missing document does not stop an activity.
Prepare food and equipment in separate crates. Check non-perishable supplies first, buy fresh produce close to the event, and label allergens on every dish before snacks are placed on the buffet.

Frequently asked questions

How far in advance should I organise an open day?: Start 6–8 weeks ahead if the event includes several activities, volunteers and registrations. Confirm the venue, programme and any permits during the first 2 weeks, then use the final 7 days for packing and checks.
When should I send open day invitations?: Send the first invitations 3–4 weeks before the open day. Keep registration open for about 2 weeks and send a final practical message 2–3 days beforehand with arrival details and the programme.
How many volunteers do I need for an open day?: Plan at least 1 registration volunteer for every 50 expected visitors during the busiest arrival period, plus 1 coordinator for each activity area. Add 1 float volunteer for every 4–5 active roles so breaks and unexpected tasks are covered.
When should I prepare food for an open day?: Assemble serving equipment and non-perishable supplies 1–2 days before the event. Buy fresh produce within 24 hours, prepare snacks as close to serving time as practical, and label allergens before food leaves the kitchen.

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