How to organize a childcare open day

A childcare open day works best when families can register quickly, follow a clear route, and see children’s activities in action. Start with the date and programme, then manage invitations and registrations before planning food, tours, and activity stations. On the day, the reception desk, signs, play areas, and safety check should be ready before the first visitor arrives. This guide focuses on the details that are often forgotten, such as dietary requirements, children’s seating, name badges, and safe use of cables 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
Draft invitations
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Confirm registrations
7
Develop the activity program
2 people
8
Prepare the tour
2 people
9
Print registration forms
10
Make name badges
11
Do the shopping
2 people
12
Chill drinks
2 people
13
Prepare snacks
3 people
14
Thoroughly clean the venue
3 people
15
Set up tables and chairs
4 people
16
Set up the reception desk
2 people
17
Set up activity tables
3 people
18
Set up play areas
3 people
19
Hang decorations
2 people
20
Place route and program signs
2 people
21
Build the catering buffet
3 people
22
Conduct a safety check
2 people
23
Brief the team
3 people

Event

24
Welcome visitors
3 people
25
Register attendance
2 people
26
Hand out name badges
2 people
27
Provide guided tours
3 people
28
Hold introductory interviews
4 people
29
Lead the creative activity
3 people
30
Supervise outdoor game
3 people
31
Lead the reading session
32
Serve snacks
3 people
33
Refill drinks
2 people
34
Clear buffet and tables
2 people
35
Wave goodbye to visitors
3 people

Aftercare

36
Sort materials
3 people
37
Wash dishes
2 people
38
Collect waste
2 people
39
Clean rooms
3 people
40
Put tables and chairs back
3 people
41
Remove decorations
2 people
42
Clean coolers and equipment
2 people
43
Take waste to the collection point
2 people
44
Return borrowed materials
2 people
45
Store leftover food

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Children's chairsqty 8
Blanketsqty 4
Coat racksqty 2

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Serving tongsqty 6

Equipment

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Speakersqty 2
Microphone

Activities

Colored pencilsqty 12
Markersqty 12
Washable paint setsqty 6
Brushesqty 24
Craft paperqty 200
Apronsqty 12
Children's scissors setsqty 12
Glue sticksqty 12
Picture booksqty 15
Dodgeballsqty 6
Hoopsqty 6
Bubble solutionqty 6

Decorations

Balloonsqty 100
Buntingqty 6
Tableclothsqty 8
Name badgesqty 100
Directional signsqty 10

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Hand soap dispensersqty 4
Towel dispensersqty 4

Safety

First aid kit
Safety vestsqty 4

Catering

Groceries

Tips

Set the date and programme before sending invitations. Give families a clear arrival window, tour times, and activity information so you can estimate attendance and prepare enough name badges and registration forms.
Close registration at least 3–5 days before the open day. Use the final list to confirm attendance, record dietary requirements, and brief the team on expected visitor numbers.
Plan the visitor route from reception to the tour, activity tables, play areas, and catering buffet. Put route and programme signs at every decision point rather than relying on staff to direct each family.
Set up separate areas for quiet activities, messy crafts, and active play. Keep paint, glue, children’s scissors, hoops, and dodgeballs in their own stations, with blankets or children’s chairs where needed.
Complete the safety check before the team briefing, not while visitors are arriving. Secure extension cords and power strips, check the play areas, keep drinks and hot equipment away from children, and make sure the reception desk has the final forms and badges.

Frequently asked questions

How far in advance should I plan a childcare open day?: Set the date and basic programme at least 4–6 weeks ahead. Send invitations early enough to collect registrations, dietary requirements, and the information needed for tours and activities.
When should registrations close for a childcare open day?: Close registrations 3–5 days before the event so you can confirm places and prepare the right number of forms, name badges, chairs, snacks, and drinks. Keep a small process for late arrivals at reception.
How long should a childcare open day last?: Allow around 2–3 hours for the main open day, with tours and activities running in clear time slots. Include at least 15 minutes before opening for the safety check, team briefing, and final setup.
What should be ready before families arrive?: Have the reception desk, registration forms, name badges, route signs, activity tables, play areas, catering buffet, and refreshments ready at least 30 minutes before opening. Complete the safety check before welcoming the first visitor.

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.