How to organise an open day at a care facility

A care facility open day needs more than a welcome desk and a few guided tours. Start by fixing the date, visitor route and programme, then build the registration process around expected numbers, dietary requirements and accessibility needs. In the final week, confirm guides, hosts, catering, printed materials and equipment. On the day itself, visitors should always know where to register, where to go next and who can answer questions.

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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 guided tour
2 people
3
Draft invitations
2 people
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
7
Collect dietary requirements
8
Assess accessibility needs
9
Send parking information
10
Publish the program online
11
Assign tour guides
2 people
12
Assign hostesses and hosts
2 people
13
Set up the information stands
2 people
14
Brief volunteers
2 people
15
Prepare guided tours
3 people
16
Check information boards
2 people
17
Print flyers and forms
2 people
18
Prepare name stickers
19
Make route signs
2 people
20
Print the registration list
21
Check catering order
22
Do the shopping
2 people
23
Mark dietary meals separately
2 people
24
Chill drinks
2 people
25
Prepare the coffee and tea station
2 people
26
Check refrigerators
27
Open venue
2 people
28
Check keys and access
2 people
29
Clear emergency routes
3 people
30
Clear and empty the rooms
4 people
31
Set up tables and chairs
4 people
32
Set up the reception desk
2 people
33
Set up info stands
4 people
34
Lay out brochures and materials
3 people
35
Hang up route signs
2 people
36
Hang decorations
3 people
37
Set up the buffet
3 people
38
Portion snacks
3 people
39
Set out coffee and tea
2 people
40
Test equipment and presentations
2 people
41
Check toilets
2 people
42
Give volunteer briefing
2 people

Event

43
Staff the reception desk
2 people
44
Register visitors
2 people
45
Hand out name stickers
46
Direct visitors to the program
2 people
47
Staff info booths
6 people
48
Guide tours
4 people
49
Facilitate presentations
2 people
50
Supervise activities
3 people
51
Serve snacks
3 people
52
Serve coffee and tea
2 people
53
Refill drinks
2 people
54
Clear buffet and tables
2 people
55
Support the evening program
3 people
56
Wave goodbye to visitors
2 people
57
Escort the last visitors
2 people

Aftercare

58
Store leftovers in the fridge
2 people
59
Collect tableware and materials
4 people
60
Sort and remove waste
3 people
61
Wash dishes
3 people
62
Clear up the rooms
4 people
63
Put tables and chairs back
4 people
64
Clean the venue
3 people
65
Remove decorations and route signs
2 people
66
Return materials
2 people
67
Empty and clean coolers
2 people
68
Check leftover food
2 people
69
Collect lost and found items
70
Archive printed materials

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 110
Bar stoolsqty 8
Reception desk
Tableclothsqty 12
Waste binsqty 8

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 8
Serving spoonsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Laptopsqty 3
Screensqty 3
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 2
Walkie-talkiesqty 6
Laminator
Extension cordsqty 2

Decorations

Balloonsqty 100
Balloon standsqty 4
Buntingqty 6
Table floral arrangementsqty 12
Information bannersqty 6
Name badgesqty 20
Photo framesqty 10
Adhesive stripsqty 4

Catering

Thermos flasksqty 8
Drink dispensersqty 4
Cooler cratesqty 6
Serving traysqty 8
Coffee filtersqty 200
Sugar sticksqty 200
Stirrersqty 200
Groceries

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Measuring cupsqty 3
Kitchen glovesqty 4
Food storage containersqty 12
Aluminum foilqty 2
Cling filmqty 2
Diet stickersqty 100

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Microfiber clothsqty 20
Hand broomsqty 3
Dustpan and brushqty 3
Hand spray bottlesqty 6
Rubber glovesqty 12

Lighting

LED light stringsqty 6
LED lampsqty 10
Night lightsqty 4

Paperwork

Leafletsqty 300
Program flyersqty 150
Registration formsqty 150
Evaluation formsqty 150
Pensqty 40
Clipboardsqty 12
Name stickersqty 150
A4 paperqty 2
Flipchart padsqty 4
Markersqty 24
Tapeqty 8
Scissor setsqty 4
Directional signsqty 30
Presentation foldersqty 20

Safety

First aid kitsqty 2
Flashlightsqty 4
Warning signsqty 6
Cable matsqty 8
Sanitizer stationsqty 4

Activities

Puzzlesqty 6
Coloring pagesqty 150
Colored pencil setsqty 12
Memory gamesqty 4
Soft ballsqty 6
Activity materialsqty 4

Tips

Set the programme before sending invitations. Allow time for registration, introductions, guided tours, questions and refreshments, and publish the programme online once the times are confirmed.
Open registration early enough to process names, dietary requirements and accessibility needs before the event. Send parking and arrival information at least 3 to 5 days in advance so visitors do not have to ask on the day.
Walk the complete visitor route before opening. Check route signs, information boards, tour spaces, screens, projectors and power connections, including extension cords and power strips where equipment is not near a socket.
Brief every guide, host and volunteer with the same timetable and basic answers. Give tour guides a printed schedule and keep walkie-talkies available if groups will be moving through separate spaces.
Prepare the reception and refreshment areas before visitors arrive. Print the registration list and name stickers, separate dietary meals clearly, chill drinks and test the coffee, tea and serving equipment at least 60 minutes before opening.

Frequently asked questions

How far in advance should I organise a care facility open day?: Start planning at least 6 to 8 weeks before the open day. This gives you time to confirm the programme, open registration, arrange staffing, prepare accessibility information and order catering.
When should invitations for a care facility open day be sent?: Send invitations 3 to 4 weeks before the event and keep registration open for around 2 weeks. Use the final 3 to 5 days to process registrations and send practical arrival and parking information.
How many staff and volunteers are needed for a care facility open day?: Plan for at least one person at reception, one host for each main visitor area and one guide per tour group. Add a backup volunteer for breaks, late arrivals and questions while tours are in progress.
When should catering for the open day be confirmed?: Confirm the catering order 5 to 7 days before the event, after checking the registration list and dietary requirements. Mark special meals separately and prepare the drinks and coffee station at least 60 minutes before opening.

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