How to Organize a Church Open House

Start by deciding what visitors should experience, then build the open house around a simple program and clear route through the building. Set the date, confirm room capacity and reserve any additional spaces before promoting the event. Allow time for registrations, volunteer assignments, guided tours, children’s activities and music. The final week is for checking equipment, food, signage, dietary information and the details visitors are most likely to ask about.

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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 capacity
2 people
3
Make reservations for additional rooms
4
Design invitations
5
Send invitations
2 people
6
Post promotion on the website
7
Post promotion on social media
8
Distribute posters
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign volunteers
2 people
12
Assign tour guides
13
Finalize the music program
2 people
14
Plan children's activities
2 people
15
Prepare information boards
2 people
16
Develop tour routes
2 people
17
Check emergency contact details
18
Check tableware stock
19
Check cleaning supplies
20
Finalize the shopping list
2 people
21
Do the shopping
2 people
22
Check refrigerated products
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Prepare allergen information
26
Prepare name badges
27
Print attendance list
28
Lay out information leaflets
2 people
29
Test the equipment
2 people
30
Arrange keys and access
31
Open venue
2 people
32
Ventilate the rooms
2 people
33
Clean the venue
3 people
34
Set up tables
3 people
35
Set up chairs
3 people
36
Set up the reception desk
2 people
37
Set up the coffee and tea station
2 people
38
Set up buffet tables
2 people
39
Set out tableware and cutlery
2 people
40
Hang decorations
3 people
41
Placing information panels
2 people
42
Set up kids' corner
2 people
43
Put up tour signs
2 people
44
Set up the cloakroom
45
Place waste bins
2 people
46
Go over the program
5 people
47
Brief volunteers
2 people

Event

48
Staff the reception desk
2 people
49
Register visitors
2 people
50
Hand out program brochures
51
Welcome visitors
2 people
52
Give tours of the church building
3 people
53
Answer visitors' questions
3 people
54
Supervise children's activities
3 people
55
Serve coffee and tea
3 people
56
Serve snacks
3 people
57
Refill drinks
2 people
58
Collect used dishes
2 people
59
Give a short presentation
2 people
60
Carry out the music program
4 people
61
Announce evening program
62
Serve dinner
4 people
63
Restock the buffet
2 people
64
Refill drinks
2 people
65
Guide visitors to the exit
2 people
66
Hand out final information

Aftercare

67
Do a final round through the building
2 people
68
Remove decorations
3 people
69
Clear tables and chairs
4 people
70
Wash dishes
3 people
71
Clean the kitchen
2 people
72
Collect waste
2 people
73
Clean rooms
3 people
74
Check leftover catering
2 people
75
Sort materials
2 people
76
Return borrowed materials
2 people
77
Follow up on visitor questions
78
Send thank-you message

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Coat racksqty 2
Foldable tablesqty 4
Tableclothsqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 6
Teapotsqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector

Decorations

Balloonsqty 100
Buntingqty 12
Flower arrangementsqty 6
Name badgesqty 120
Table numbersqty 12
Chalkboardsqty 6
Chalk markersqty 12

Catering

Coffee potsqty 6
Thermos flasksqty 6
Groceries

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 8
Serving tongsqty 8
Measuring cupsqty 3
Aluminum foilqty 2
Food storage containersqty 12

Children's activities

Coloring pagesqty 150
Colored pencilsqty 12
Markersqty 12
Apronsqty 10
Craft scissorsqty 10
Glue sticksqty 20
Colored paperqty 10
Craft stickersqty 10

Lighting

LED string lightsqty 6
LED lampsqty 8

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Toilet brushesqty 3

Information

Information boardsqty 8
Pensqty 30
Clipboardsqty 6
Tapeqty 6
Writing paperqty 500
Arrow stickersqty 40

Tips

Set the date and program before designing invitations. Confirm how many rooms are available, how many people each can hold and whether visitors will arrive in groups or throughout the day.
Create tour routes that do not cross with refreshments, children’s activities or music. Assign tour guides to specific time slots and give each guide the route and key information at least one week beforehand.
Open registrations early enough to collect dietary requirements and emergency contact details. Review the list three to five days before the event so food and name badges match the expected attendance.
Check presentation and sound equipment before the final week. Test the microphones, speakers, laptop, projector, extension cords and power strips in the rooms where they will actually be used.
Do the shopping and chill drinks one day before the open house, not on the morning itself. Prepare snacks, serving platters, coffee and tea supplies, and place allergen information where visitors can see it before serving.

Frequently asked questions

How far in advance should I plan a church open house?: Set the date and basic program at least 6 to 8 weeks ahead. Send invitations and begin online promotion once the rooms, capacity and main activities are confirmed.
How many volunteers do I need for a church open house?: Plan at least one person for registration and welcome, one volunteer for refreshments, and one tour guide per active tour group. Add separate coverage for children’s activities and music if those run at the same time.
When should I assign church open house tour guides?: Assign tour guides at least 7 days before the event. Give them their routes, timings, room information and a contact person so changes can be handled without delaying visitors.
When should I prepare food and drinks for a church open house?: Buy shelf-stable supplies several days ahead and check refrigerated products the day before. Chill drinks and prepare snacks as close to opening time as practical, while keeping allergen information ready before any food is served.

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