How to organize a gym open day

A successful gym open day needs more than a timetable and a few instructors. Start by fixing the date and program, then build attendance through registrations and local promotion. Plan trial lessons with realistic group sizes, confirm teachers and volunteers, and prepare a separate welcome process for visitors who arrive at different times. In the final week, check the sports flooring, access points, equipment, signage, registration packs, drinks, and changing areas so small oversights do not disrupt the first class.

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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
Schedule trial lessons
2 people
3
Send invitations
2 people
4
Post on social media
5
Distribute flyers
3 people
6
Publish registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign volunteers
2 people
10
Confirm teachers
11
Confirm photographer
12
Create music playlist
13
Print promotional materials
2 people
14
Make route and safety signs
2 people
15
Select trial lesson materials
3 people
16
Put together goodie bags
3 people
17
Do the shopping
2 people
18
Check materials
2 people
19
Fill coolers
2 people
20
Chill drinks
2 people
21
Print the registration list
22
Prepare registration packs
2 people
23
Clean the venue beforehand
3 people
24
Check sports flooring
2 people
25
Check doors and access
2 people
26
Set up tables
3 people
27
Set out chairs
3 people
28
Set up the reception desk
2 people
29
Set up the catering table
2 people
30
Hang decorations
3 people
31
Test lighting and music
2 people
32
Set up sports stations
4 people
33
Set up trial lesson rooms
4 people
34
Prepare snacks
3 people
35
Set out coffee and tea
2 people
36
Place goodie bags at the entrance
2 people
37
Briefing for reception team
3 people
38
Give the instructor briefing
5 people

Event

39
Welcome visitors
3 people
40
Register visitors
3 people
41
Give tours
2 people
42
Assist trial lessons
6 people
43
Guide sports stations
5 people
44
Provide member information
2 people
45
Take photos
46
Serve coffee and tea
2 people
47
Serve snacks
2 people
48
Refill drinks
2 people
49
Keep the catering table clean
50
Empty trash bins
2 people
51
Check toilets periodically
52
Guide waiting visitors
2 people
53
Record trial lesson sign-ups
2 people
54
See off the last visitors
3 people

Aftercare

55
Clear away sports equipment
4 people
56
Take down tables and chairs
4 people
57
Wash dishes
2 people
58
Empty the coolers
2 people
59
Collect waste
3 people
60
Clean the venue
4 people
61
Remove decorations
2 people
62
Put equipment back
3 people
63
Check materials
2 people
64
Return borrowed items
2 people
65
Follow up with visitors
2 people
66
Confirm trial lesson appointments
2 people
67
Archive photos

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Changing room benchesqty 4
Clothes racksqty 2
Bollardsqty 12
Waiting benchesqty 4

Sports equipment

Yoga matsqty 25
Fitness matsqty 20
Kettlebellsqty 12
Dumbbellsqty 20
Resistance bandsqty 20
Skipping ropesqty 12
Pilates ballsqty 12
Medicine ballsqty 8
Conesqty 24
Hoopsqty 12
Foam rollersqty 12
Towelsqty 50

Equipment

Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2
Laptop
Tabletqty 2
Mobile phoneqty 2

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 4
Water jugsqty 6

Kitchen

Coolersqty 4
Serving traysqty 8
Small bowlsqty 12
Pliersqty 6
Cutting boardsqty 3
Knivesqty 4

Decorations

Balloonsqty 100
Balloon archesqty 2
Buntingqty 6
Tableclothsqty 8
Plantsqty 8
Photo backdrop
Goodie bagsqty 100

Lighting

LED lampsqty 8
String lightsqty 4
Batteriesqty 24

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broomsqty 2
Trash binsqty 8

Catering

Groceries

Paperwork

Registration formsqty 150
Registration formsqty 100
Program cardsqty 150
Route mapsqty 100
Pensqty 30
Clipboardsqty 10
Name stickersqty 150
Tapeqty 8
Notepadsqty 10
Information foldersqty 100
A4 standsqty 12
Directional signsqty 20
Bannersqty 4

Tips

Publish the registration form before promoting the event widely, and review registrations at least twice a week. Use the list to estimate class sizes, collect dietary requirements, and identify busy arrival periods.
Schedule trial lessons with buffer time between sessions. Allow at least 10 minutes for visitors to leave, equipment to be reset, and the next group to find the correct room.
Confirm teachers, volunteers, and the photographer no later than 7 days before the open day. Give each volunteer one clear duty, such as registration, directions, changing rooms, or refreshments.
Walk through the venue before opening and check doors, access routes, sports flooring, power connections, microphones, speakers, and charging stations. Put route and safety signs up before visitors arrive, not during registration.
Prepare registration packs, goodie bags, chilled drinks, and cups the day before. Keep the registration desk separate from the trial-lesson waiting area so late arrivals do not block people checking in.

Frequently asked questions

How far in advance should I plan a gym open day?: Start planning 6 to 8 weeks in advance. Fix the date and program first, then allow 3 to 4 weeks for invitations, social posts, flyers, registrations, and teacher scheduling.
How many trial lessons should a gym open day include?: Plan around 3 to 6 trial lessons for a single-day open day, depending on the number of teachers and rooms. Leave at least 10 minutes between lessons for resetting equipment and moving visitors safely.
When should I confirm volunteers and instructors?: Confirm teachers and volunteers at least 7 days before the event. Recheck availability 48 hours before opening and send each person their arrival time, assigned area, and contact number.
When should I prepare the gym for an open day?: Complete cleaning, equipment checks, signage, registration packs, and shopping the day before. On the morning itself, allow 60 to 90 minutes for setting out tables, chairs, mats, weights, refreshments, and the registration desk.

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