How to organise an open house evening

An open house evening works best when visitors always know where to go and what happens next. Start with the date, programme and route through the building before sending invitations. Then manage registrations, dietary requirements, rooms, presenters and volunteers as one connected plan. In the final week, check deliveries, test every presentation and prepare the welcome desk. This guide follows the practical order that prevents last-minute problems with access, signs, coffee, catering and equipment.

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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 the spaces and walking route
2 people
3
Draft invitations
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Confirm registrations
2 people
8
Publish the program online
9
Reserve rooms
10
Reserve coffee machines
11
Place catering order
2 people
12
Confirm presenters
2 people
13
Assign volunteers
2 people
14
Make information signs
2 people
15
Create floor plans and signage
2 people
16
Collect presentations
2 people
17
Test the equipment
2 people
18
Do the shopping
2 people
19
Check deliveries
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Prepare name stickers
23
Print the registration list
24
Arrange keys and access

Event

25
Open venue
2 people
26
Check the halls
2 people
27
Set up tables
4 people
28
Set up chairs
4 people
29
Set up the reception desk
2 people
30
Set up information tables
4 people
31
Hang decorations
3 people
32
Set up signage
2 people
33
Set up presentations
3 people
34
Connect the sound system
2 people
35
Test the projector and screen
2 people
36
Set out coffee and tea
3 people
37
Display snacks
3 people
38
Brief the registration team
2 people
39
Open the doors
2 people
40
Register visitors
3 people
41
Welcome visitors
2 people
42
Provide information
4 people
43
Guide tours
3 people
44
Lead presentations
2 people
45
Serve coffee and tea
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Keep the buffet tidy
49
Empty trash bins
2 people
50
Check toilets
51
Operate equipment
52
Inform last visitors
2 people
53
See visitors out
2 people

Aftercare

54
Wrap up presentations
2 people
55
Clear buffet
3 people
56
Wash dishes
3 people
57
Clear tables and chairs
4 people
58
Remove decorations
2 people
59
Switch off equipment
2 people
60
Collect waste
3 people
61
Clean rooms
4 people
62
Clean the restrooms
2 people
63
Return borrowed items
2 people
64
Clear away leftover stock
2 people
65
Collect lost and found items
66
Follow up on visitor questions

What to bring

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

Furniture

Tablesqty 14
Chairsqty 100
Reception desk
Stoolsqty 8
Coat racksqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 4
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Projectorqty 2
Projection screensqty 2
Laptopsqty 3
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 6

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 14
Flower arrangementsqty 8
Name badgesqty 120
Adhesive tapeqty 6
Painter's tapeqty 6
Information boardsqty 12
Directional signsqty 20

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Trash binsqty 10

Catering

Groceries

Tips

Set the programme before writing the invitations. Include arrival time, presentation times and the route through each space, then publish the final version online after registrations are confirmed.
Plan the visitor flow room by room, including the reception desk, coat racks, seating and signs. A short walk-through with one volunteer can reveal missing arrows or bottlenecks before guests arrive.
Close registrations early enough to act on the numbers. Use the final list to confirm dietary requirements, order catering, prepare name stickers and estimate cups, glasses and plates.
Test the projector, screens, laptops, speakers and microphones together, not separately. Do this at least one working day before the evening, with the actual presentations and all extension cords and power strips.
Treat access as part of the programme. Confirm keys, room access and deliveries in advance, open the venue with enough setup time, and chill drinks and prepare snacks before visitors arrive.

Frequently asked questions

How far in advance should I plan an open house evening?: Start planning at least 4 to 6 weeks ahead. Set the date, reserve rooms and confirm presenters first; send invitations once the programme and visitor route are clear.
When should I send invitations for an open house evening?: Send them 3 to 4 weeks before the event, with a registration deadline about 7 days before the evening. That leaves time to confirm attendance, collect dietary requirements and place the catering order.
How many volunteers do I need for an open house evening?: Plan at least 1 volunteer at reception and 1 person for each active presentation or visitor area. For three simultaneous areas, allow 4 to 5 people so someone can handle arrivals and unexpected issues.
When should I test the equipment for an open house evening?: Run a full equipment test at least 1 working day beforehand and repeat a quick check 60 minutes before opening. Test the projector, microphone, speakers, laptop, cables and each presentation in the room where it will be used.

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.