How to organise an open day without last-minute problems
Start by fixing the date, opening hours and programme before booking anything else. Then map the rooms, decide how visitors will register and estimate attendance from the registration form. Catering, tours, presentations and activities need different timings, so give each one an owner and a deadline. In the final week, check the building, equipment, signs, refreshments and room presentations together rather than separately. This approach keeps visitor flow clear and exposes missing details early.
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
Divide spaces and rooms
2 people
- 3
Sign up for open day
- 4
Send invitations
2 people
- 5
Update the website and social media
2 people
- 6
Check registration form
- 7
Process registrations
2 people
- 8
Collect dietary requirements
- 9
Book tours
- 10
Order catering
- 11
Order beverage stock
- 12
Reserve equipment
- 13
Assign volunteers
2 people
- 14
Create floor plan
- 15
Print the program
- 16
Prepare name badges
2 people
- 17
Create signage
2 people
- 18
Collect presentations
2 people
- 19
Test activities
3 people
- 20
Check room presentations
3 people
- 21
Check stock
2 people
- 22
Do the shopping
2 people
- 23
Prepare materials
3 people
- 24
Check refrigerators
- 25
Clean rooms beforehand
3 people
- 26
Set up tables
4 people
- 27
Set up chairs
4 people
- 28
Set up the reception desk
2 people
- 29
Set up information stands
4 people
- 30
Hang decorations
3 people
- 31
Set up signage
2 people
- 32
Connect the technical equipment
2 people
- 33
Set up presentations
3 people
- 34
Set up coffee station
2 people
- 35
Prepare snacks
3 people
- 36
Chill drinks
2 people
- 37
Check toilets
- 38
Briefing for reception team
5 people
- 39
Give the guide briefing
8 people
Event
- 40
Welcome visitors
4 people
- 41
Register sign-ups
3 people
- 42
Distribute program
2 people
- 43
Guide tours
8 people
- 44
Assist trial lessons
6 people
- 45
Conduct information talks
6 people
- 46
Supervise activities
6 people
- 47
Lead presentations
3 people
- 48
Serve coffee and tea
3 people
- 49
Serve snacks
3 people
- 50
Refill drinks
2 people
- 51
Empty trash bins
2 people
- 52
Check toilets periodically
2 people
- 53
Register lost property
- 54
Guide visitors to the exit
2 people
Aftercare
- 55
Clean up catering
3 people
- 56
Dismantle materials
5 people
- 57
Remove decorations
3 people
- 58
Switch off the equipment
2 people
- 59
Wash dishes
3 people
- 60
Collect waste
3 people
- 61
Clean the rooms
5 people
- 62
Clean the restrooms
2 people
- 63
Put furniture back
4 people
- 64
Walk the grounds
3 people
- 65
Return borrowed materials
2 people
- 66
Store leftover stock
2 people
- 67
Archive registration details
- 68
Handle lost and found
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 24
- Chairsqty 180
- High tablesqty 8
- Reception desk
- Changing room racksqty 4
- Tableclothsqty 24
- Bollardsqty 12
Tableware
- Coffee cupsqty 120
- Glassesqty 180
- Platesqty 180
- Cutlery setsqty 180
- Serving plattersqty 20
- Serving spoonsqty 12
- Coffee spoonsqty 120
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Thermos flasksqty 8
- Coolersqty 6
- Cutting boardsqty 6
- Chef's knivesqty 6
- Serving tongsqty 12
- Cool bagsqty 4
Equipment
- Laptopsqty 6
- Projectorsqty 4
- Projection screensqty 4
- Speakersqty 4
- Microphonesqty 3
- Extension cordsqty 12
- Power stripsqty 12
- HDMI cablesqty 8
- USB sticksqty 8
- Charging stationsqty 4
- Password-free routersqty 2
Decorations
- Balloonsqty 200
- Buntingqty 12
- Chalkboardsqty 12
- Flower arrangementsqty 8
- Photo backdrop
- Directional signsqty 20
- Post holdersqty 20
- Name badge holdersqty 12
Lighting
- LED string lightsqty 6
- Standing lampsqty 6
- Emergency lightsqty 4
Catering
- Groceries
Cleaning
- Waste binsqty 18
- Outdoor trash binsqty 8
- Broom setsqty 4
- Mopsqty 4
- Bucketsqty 4
- Vacuum cleanersqty 3
- Cleaning cartsqty 2
- Toilet brushesqty 8
- Rubber glovesqty 12
- Laundry basketsqty 4
Paperwork
- Program leafletsqty 300
- Floor plansqty 250
- Registration formsqty 300
- Name badgesqty 250
- A4 paperqty 2000
- Pensqty 60
- Markersqty 48
- Clipboardsqty 20
- Tapeqty 12
- Notepadsqty 30
Activities
- Experiment materialsqty 8
- Craft kitsqty 12
- Colored pencilsqty 24
- Coloring booksqty 24
- Building setsqty 8
- Game materialsqty 10
- Sports ballsqty 12
- Conesqty 24
- Stopwatchesqty 6
Safety
- First aid kitsqty 2
- Flashlightsqty 6
- Safety vestsqty 12
- Non-slip matsqty 12
- Fire extinguishersqty 4
- Rope barriersqty 8
Cloakroom
- Clothes hangersqty 200
- Coat racksqty 4
- Coat-check numbersqty 250
Presentation
- Presentation boardsqty 16
- Flip chartsqty 6
- Flip chart paperqty 12
- Magnet setsqty 12
- Brochure racksqty 12
Tips
- Set the programme before sending invitations. Include arrival, tours, presentations, activities, breaks and closing time, then use the same schedule on the website, registration form and printed programme.
- Use registration data to plan the day. Review numbers at least 7 days beforehand, record dietary requirements, and book tours or activities with enough capacity for the busiest time slot.
- Walk through the building as a visitor would. Check the reception desk, changing-room racks, room signs, floor plan and accessible routes before printing materials or assigning volunteers.
- Test every presentation and activity at least 2 days before the open day. Connect laptops, projectors, screens, speakers, microphones, HDMI cables, extension cords and power strips in the rooms where they will be used.
- Count food, drinks and serving equipment separately from furniture. Check refrigerators and beverage stock the day before, and prepare cups, glasses, plates, cutlery, serving platters and utensils before volunteers arrive.
Frequently asked questions
- How early should you start organising an open day?
- Start at least 6 to 8 weeks before the event. Set the date and programme first, then allow time for invitations, registrations, catering, volunteers, room planning and equipment checks.
- When should open day invitations be sent?
- Send the first invitations 4 to 6 weeks beforehand. Review registrations weekly and send a final practical reminder 3 to 5 days before the open day with arrival information and the programme.
- How do you plan rooms for an open day?
- Create the floor plan at least 2 weeks in advance, after deciding which rooms host tours, presentations, activities and refreshments. Recheck it 2 days before the event when furniture, signage and equipment are in place.
- When should you test presentations and activities for an open day?
- Test them at least 48 hours before opening. Repeat a short technical check on the morning itself, including microphones, speakers, projectors, screens, laptops, cables and power connections.
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.
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