How to organise an open day from first idea to sign-in desk

An open day works best when visitors can understand the programme within a few minutes of arriving. Start by fixing the date, venue, rooms and activities, then build registration, staffing and visitor information around that plan. In the final week, check materials, signage, refreshments and the weather rather than leaving setup details until the morning. This approach gives you a clear route from the reception desk to each activity station and leaves fewer decisions for event day.

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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
Reserve venue and rooms
3
Choose activities and demonstrations
3 people
4
Draft invitations
2 people
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign volunteers
2 people
10
Send program to attendees
11
Plan deliveries and shopping
2 people
12
Prepare name badges
2 people
13
Create program and route signs
2 people
14
Print the run sheet
15
Check the weather forecast
16
Do the shopping
3 people
17
Chill drinks
2 people
18
Prepare snacks
4 people
19
Collect materials
3 people
20
Prepare sign-in sheet
21
Check the venue
2 people
22
Set up tables and chairs
4 people
23
Set up the reception desk
2 people
24
Set up information tables
3 people
25
Set up activity stations
5 people
26
Set up the demo area
3 people
27
Hang decorations
3 people
28
Place route and directional signs
2 people
29
Set up the cloakroom
2 people
30
Set up the coffee and tea corner
2 people
31
Set up the buffet and serving area
3 people
32
Set out tableware and cutlery
2 people
33
Display snacks
3 people
34
Test the sound and lighting
2 people
35
Check toilets
36
Hold team briefing
8 people

Event

37
Staff the reception desk
2 people
38
Welcome visitors
3 people
39
Check off registrations
2 people
40
Explain the program
2 people
41
Guide tours
4 people
42
Staff information desks
5 people
43
Lead the workshops
4 people
44
Give demonstrations
3 people
45
Supervise children's activities
4 people
46
Serve coffee and tea
2 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Restock the buffet
2 people
50
Serve diet meals separately
51
Manage the cloakroom
2 people
52
Empty trash bins
2 people
53
Clean the toilets in between
2 people
54
Arrange staff breaks
55
Guide visitors to the exit
2 people
56
Make a final round through the rooms
2 people
57
Prepare closing remarks

Aftercare

58
Chill leftover food
2 people
59
Store Materials Safely
3 people
60
Dismantle furniture
4 people
61
Remove decorations
3 people
62
Collect tableware
3 people
63
Tidy up the kitchen
3 people
64
Sort and remove waste
3 people
65
Clean the venue
4 people
66
Register lost and found items
67
Check rental equipment
2 people
68
Return rental items
2 people
69
Store leftover groceries
2 people
70
Send thank-you message

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
High tablesqty 6
Changing room table
Buffet tablesqty 3
Coat racksqty 2
Waste binsqty 8
Party tentsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Small bowlsqty 20
Coffee potsqty 4
Teapotsqty 3
Milk jugsqty 4
Sugar bowlsqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Tableclothsqty 15
Flower arrangementsqty 8
Tapeqty 6
Cable tiesqty 100
Name badgesqty 120
Pensqty 20
Information holdersqty 12

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Microphonesqty 2
Laptopsqty 2
Projection screensqty 2
Projectorsqty 2
Hand trucksqty 2
Fansqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 16
Serving tongsqty 8
Thermos flasksqty 6
Ice packsqty 20
Aluminum foilqty 4
Food storage containersqty 12
Oven mittsqty 4
Tea towelsqty 12

Cleaning

Cleaning cartsqty 2
Bucketsqty 4
Mopsqty 6
Broom setsqty 3
Hand soap dispensersqty 6
Disinfectant gelqty 6
Paper towel rollsqty 12

Lighting

LED light stringsqty 6
Standing lampsqty 4

Sports equipment

Craft tablesqty 4
Craft chairsqty 24
Colored pencilsqty 12
Markersqty 12
Drawing paperqty 300
Apronsqty 24
Ballsqty 12
Hoopsqty 8
Game materialsqty 6

Catering

Groceries

Tips

Set the programme before sending invitations. List each demonstration or activity with its start time, duration and room, then use the same wording on the registration form, attendee email and route signs.
Open registration early enough to process replies before assigning volunteers. Keep a record of dietary requirements and send the final programme to attendees several days before the open day.
Plan the visitor route on paper before moving furniture. Allow space for the reception desk, information tables, coat racks, queues and activity stations; otherwise tables and chairs can block the busiest passage.
Prepare the arrival materials together: name badges, pens and the sign-in sheet should be at the reception desk, while information holders and route signs should already be labelled and ready to place.
Finish shopping and material collection before the final setup day. Chill drinks in coolers, prepare snacks, check coffee and tea equipment, and print the run sheet so volunteers have timings to follow.

Frequently asked questions

How far in advance should you plan an open day?: Start planning at least 8 to 12 weeks before the event. Fix the date and venue first, then allow time for activities, invitations, registration, volunteer assignments and material collection.
When should I send open day invitations?: Send the first invitations about 4 to 6 weeks before the open day, with registration open at the same time. Send the confirmed programme and practical arrival details 3 to 5 days before the event.
How many volunteers do you need for an open day?: Plan at least one person for reception and one volunteer for each activity or demonstration running at the same time. Add one floating helper for every 4 to 6 active stations so breaks, queues and unexpected questions are covered.
When should I prepare the venue for an open day?: Complete the main setup the day before if the venue allows it. On the event morning, allow at least 2 hours to check the rooms, arrange tables and chairs, set up activity stations, place signs and prepare refreshments.

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