How to organize a dental practice open house

A dental practice open house works best when visitors know what will happen and staff know who is responsible for each part. Start with the date, program and registration process, then use the responses to plan tours, demonstrations, food and seating. In the final week, test every presentation, confirm reservations and prepare the reception area. On the day itself, visitors should be able to register quickly, find information easily and move through the practice without interrupting appointments or demonstrations.

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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
Publish the date and program
2
Send invitations
2 people
3
Open the registration form
4
Process registrations
5
Collect dietary requirements
6
Place supplier orders
7
Send the program to visitors
8
Confirm registrations
9
Schedule guided tours
10
Schedule demonstrations
11
Check reservations
12
Lay out company clothing
13
Test presentations and videos
2 people
14
Clear practice rooms
3 people
15
Do the shopping
2 people
16
Prepare snacks
3 people
17
Chill drinks
2 people
18
Print the registration list
19
Prepare name badges
20
Set up tables
3 people
21
Set up chairs
3 people
22
Set up the reception desk
2 people
23
Set up information stands
3 people
24
Hang decorations
2 people
25
Set up the catering buffet
3 people
26
Connect the technical equipment
2 people
27
Mark the tour route
28
Conduct a safety check
2 people
29
Brief the team
2 people

Event

30
Staff the reception desk
2 people
31
Register visitors
2 people
32
Hand out name badges
33
Guide visitors around
2 people
34
Demonstrate dental care
2 people
35
Supervise the children's table
2 people
36
Answer visitors' questions
2 people
37
Serve snacks
2 people
38
Refill drinks
2 people
39
Keep buffet and tables clean
40
Present presentations
41
Guide visitors to the exit

Aftercare

42
Catering breakdown
3 people
43
Clear away materials
4 people
44
Collect waste
2 people
45
Wash dishes
2 people
46
Clean practice rooms
3 people
47
Switch off the equipment
48
Remove decorations
2 people
49
Check keys and materials
50
Return rental items
2 people
51
Store leftover stock
52
Follow up with visitors

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Registration desk
High tablesqty 4
Stoolsqty 8

Tableware

Reusable platesqty 70
Reusable cupsqty 100
Coffee cupsqty 60
Cutlery setsqty 70
Serving plattersqty 10
Serving tongsqty 6

Decorations

Tableclothsqty 10
Balloonsqty 80
Buntingqty 8
Flower arrangementsqty 6
Information boardsqty 8
Name badgesqty 80
Pensqty 20

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Cable reelsqty 2

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Measuring cupsqty 2
Thermos flasksqty 4
Ice packsqty 12

Catering

Groceries

Cleaning

Cleaning bucketsqty 3
Mopsqty 4
Broom and dustpanqty 2
Cleaning glovesqty 6
Disinfecting wipesqty 8
Paper towelsqty 6

Lighting

LED string lightsqty 4
Standing lampsqty 4

Tips

Publish the date and program before sending invitations, and keep the registration form open long enough to collect attendance numbers and dietary requirements. Use those responses to plan seating, catering and guided-tour groups.
Schedule guided tours and demonstrations in separate time slots rather than letting visitors gather in treatment rooms. Send the final program to registered visitors before the event and confirm their registration so the timetable is clear.
Test the laptop, projector, screen, speakers, microphone and presentation videos at least one day in advance. Check extension cords and power strips as part of the test, not just when the room is being set up.
Prepare the reception desk with the printed registration list, name badges and pens before doors open. Set up information stands where visitors naturally queue, so staff do not have to explain the same directions repeatedly.
Finish the room setup before preparing snacks and chilling drinks. Arrange tables, chairs, the buffet and reusable tableware first, then check that catering does not block the reception desk, practice rooms or tour route.

Frequently asked questions

How far in advance should I invite people to a dental practice open house?: Publish the date and program at least 4 weeks before the open house. Keep registration open until about 3 to 5 days before the event so you can process numbers, dietary requirements and tour groups.
When should I confirm open house registrations?: Confirm registrations 3 to 5 days before the event, once the registration list is nearly complete. Include the arrival time, program, tour or demonstration slot and any practical instructions.
How early should I test the presentation and equipment?: Test the laptop, projector, screen, speakers, microphone and videos at least 1 day in advance. Run the test in the actual room and allow 30 minutes on the event day for a final power and sound check.
When should I set up the catering for a dental practice open house?: Set up tables, chairs, the reception desk and information stands first, then prepare the buffet shortly before visitors arrive. Chill drinks and place snacks within the final 1 to 2 hours so the reception area stays orderly.

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.