How to organise an open day without last-minute confusion

Start your open day plan with the date, sports fields and a simple registration process. Once registrations come in, use them to build participant groups, schedule coaches and collect dietary requirements. The practical work follows: check sports equipment and supplies, prepare the demonstration programme, print badges and signs, and brief volunteers. On the day, set up reception, directions, refreshments and sound before visitors arrive, rather than trying to solve everything during the first activity.

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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
Reserve sports fields
2
Open the registration form
3
Send invitations
2 people
4
Publish open day
5
Inform schools and the neighborhood
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Assign participant groups
2 people
9
Schedule coaches per activity
2 people
10
Create volunteer instructions
11
Prepare demo program
2 people
12
Create map and route
13
Print registration forms
14
Prepare name badges
2 people
15
Check stock
2 people
16
Check sports equipment
2 people
17
Collect materials by sport
3 people
18
Do the shopping
3 people
19
Collect materials
2 people
20
Prepare snacks
4 people
21
Chill drinks
2 people
22
Set up the music playlist
23
Print contact details
24
Check first aid kit

Event

25
Set up the reception desk
3 people
26
Set up tables and chairs
4 people
27
Set up sports fields
4 people
28
Set out sports equipment
4 people
29
Build party tents
4 people
30
Hang decorations
3 people
31
Set up signage
2 people
32
Connect the sound system
2 people
33
Set up the coffee and tea station
3 people
34
Set up buffet and snacks
4 people
35
Lay out name badges
2 people
36
Welcome volunteers
2 people
37
Brief volunteers
3 people
38
Staff the registration desk
3 people
39
Welcome visitors
4 people
40
Assist trial lessons
8 people
41
Provide sports demonstrations
6 people
42
Direct visitors to activities
2 people
43
Take photos
44
Serve coffee and tea
2 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Empty trash bins
2 people
48
Check toilets
49
Collect tableware
2 people
50
Hand out member information
2 people
51
Record membership sign-ups
2 people
52
Announce the final round
53
Wave goodbye to visitors
3 people

Aftercare

54
Clear away sports equipment
5 people
55
Clear tables and chairs
4 people
56
Take down party tents
4 people
57
Turn off the sound system
2 people
58
Remove decorations
3 people
59
Collect waste
3 people
60
Clean the kitchen
3 people
61
Wash dishes
3 people
62
Clean the floors
2 people
63
Inspect the grounds
2 people
64
Store materials dry
3 people
65
Return borrowed materials
2 people
66
Store leftover stock
2 people
67
Process registration details
2 people
68
Send thank-you message
69
Store photos securely

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 6
Coat racksqty 2
Coat racksqty 2
Waste binsqty 8

Tableware

Reusable cupsqty 200
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8
Pitchersqty 6
Thermos flasksqty 6
Serving traysqty 8

Decorations

Tableclothsqty 8
Buntingqty 8
Balloonsqty 100
Balloon weightsqty 8
Name badgesqty 200
Directional signsqty 12
Information bannersqty 4

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Extension cordsqty 6
Cable reelsqty 3
Power stripsqty 6
Mobile phoneqty 2

Sports equipment

Footballsqty 12
Basketballsqty 8
Volleyball netqty 2
Volleyballsqty 8
Tennis racketsqty 12
Tennis ballsqty 30
Conesqty 40
Sports hoopsqty 12
Skipping ropesqty 12
Training bibsqty 30
Scoreboardsqty 4
Starting whistlesqty 8

Kitchen

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Bread basketsqty 4

Lighting

LED light stringsqty 4
Work lightsqty 3
Flashlightsqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Hand broomsqty 3
First aid kit

Catering

Groceries

Tips

Open registration and send invitations before finalising groups. Close registrations early enough to allow time for sorting participants, recording dietary requirements and assigning each group to activities.
Plan the visitor route from arrival to reception, changing areas and sports fields. Print directional signs, prepare a map and route, and put contact details at reception so volunteers do not have to search for information.
Schedule coaches against the activity timetable, then write short volunteer instructions for each station. Include who welcomes participants, who moves groups between activities and who handles late arrivals.
Check equipment and consumables separately at least one week before the open day. Count sports equipment, name badges, reusable cups, plates, cutlery, waste bins and serving items instead of relying on memory.
Set up the reception desk, sound equipment and refreshments before visitors arrive. Chill drinks in advance, prepare snacks, test microphones and speakers, and keep extension cords and cable reels secured away from walking routes.

Frequently asked questions

How far in advance should I organise an open day?: Start at least 6 to 8 weeks ahead. Reserve the sports fields first, then allow 3 to 4 weeks for invitations and registrations, followed by a final week for grouping participants, checking supplies and briefing volunteers.
When should I close open day registrations?: Close registrations 5 to 7 days before the event if activities depend on group sizes. This gives you time to process registrations, note dietary requirements and publish the coach and activity schedule.
How do I organise groups for an open day?: Use the registration list to assign participants by age, experience or chosen activity, and keep groups small enough for safe coaching. Finalise the groups at least 3 days before the event and print a copy for reception and each coach.
What should be ready before an open day starts?: Have reception, signs, name badges, the map, first aid kit, sports equipment, refreshments and the sound system ready at least 60 minutes before arrival. Test the microphones and speakers and place contact details at the reception desk.

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.