How to organize a laboratory open house

Start by fixing the date, visitor capacity and program before inviting anyone. Build the event around a short tour and a limited number of demonstrations that have been tested under real conditions. Safety, registration and visitor flow need decisions early: they affect staffing, room layout, protective equipment and catering. In the final week, focus on signs, badges, equipment checks and a timed rehearsal so the reception team and guides know exactly what happens.

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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
Prepare safety plan
2 people
3
Determine the tour
2 people
4
Select demonstrations
3 people
5
Test demonstrations for safety
3 people
6
Draft invitations
2 people
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
10
Collect dietary requirements
11
Confirm registrations
12
Book catering
13
Assign tour guides
2 people
14
Assign demonstrators
2 people
15
Assign the reception team
16
Create a visitor map
17
Design signs and route arrows
18
Prepare information boards
2 people
19
Inventory the tasting materials
2 people
20
Inventory protective equipment
2 people
21
Prepare worksheets for visitors
2 people
22
Make badges and the attendance list
23
Check the lighting
24
Check the equipment
2 people
25
Test presentations
2 people
26
Check refrigerators and freezers
27
Do the shopping
2 people
28
Setting up shelf-stable catering
2 people
29
Pick up fresh catering
2 people
30
Check venue and rooms
2 people
31
Set up tables and chairs
4 people
32
Set up the reception desk
2 people
33
Set up demo tables
4 people
34
Set out sample materials
3 people
35
Lay out safety goggles
2 people
36
Place information signs
2 people
37
Hang up route signs
2 people
38
Prepare coffee and tea
2 people
39
Display snacks
2 people
40
Set up sound and presentations
2 people
41
Briefing for reception team
3 people
42
Give briefing to demonstrators
4 people
43
Give the guide briefing
3 people

Event

44
Register visitors
3 people
45
Give visitors badges
2 people
46
Deliver welcome presentation
2 people
47
Guide tours
4 people
48
Guide the tasting stations
6 people
49
Run demonstrations
4 people
50
Answer visitors' questions
3 people
51
Lead presentations
2 people
52
Serve coffee and tea
2 people
53
Serve snacks
2 people
54
Refill drinks
2 people
55
Check waste stations
56
Refill the tasting stations safely
3 people
57
Check toilets
58
Inform last visitors
2 people
59
Wave goodbye to visitors
3 people

Aftercare

60
Secure test materials
3 people
61
Switch off equipment
2 people
62
Store leftovers in the fridge
2 people
63
Wash dishes
3 people
64
Clear tables and chairs
4 people
65
Collect waste
2 people
66
Clean the venue
3 people
67
Remove decorations and signage
2 people
68
Check and store the materials
2 people
69
Return borrowed materials
2 people
70
Clear away leftover catering

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Reception desk
Stoolsqty 12
Waste binsqty 8

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12

Equipment

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 10

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Scissorsqty 4
Measuring cupsqty 6
Mixing bowlsqty 6
Serving spoonsqty 8
Coolersqty 4

Safety

Safety gogglesqty 40
Lab coatsqty 20
Fire extinguishersqty 2
Liquid collection traysqty 8
First aid kit

Decorations

Information boardsqty 12
Route arrowsqty 20
Presentation bannersqty 4
Tableclothsqty 12
Name badge holdersqty 10

Lighting

LED lampsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the program before opening registration. Allow time for arrival, a welcome, the laboratory tour and demonstrations, then add at least 15 minutes between groups so visitors do not crowd the next station.
Test every demonstration with the actual equipment and materials at least 7 days beforehand. Record the safe operating steps, required protective equipment and what the demonstrator should do if something fails.
Set a visitor limit based on the smallest room or demonstration station, not the total building capacity. Assign one guide per group and give reception a current attendance list with dietary requirements before catering is confirmed.
Walk the visitor route from the entrance to the last activity 3 to 5 days before the event. Check lighting, extension cords, power strips, route arrows and signs, and remove anything that narrows the path or creates a trip hazard.
Prepare visitor materials and staff roles before the final week. Have badges, worksheets, information boards, safety goggles and lab coats ready, and run a timed presentation test with the laptops, projectors, screens, speakers and microphones.

Frequently asked questions

How far in advance should I plan a laboratory open house?: Start planning at least 8 weeks ahead. Use the first 2 weeks for the date, program and safety plan, then allow 3 to 4 weeks for invitations, registrations, staffing and catering.
How many demonstrations should a laboratory open house have?: Choose 3 to 5 demonstrations for a typical open house, depending on the tour length and group size. Keep each demonstration to about 10 to 15 minutes and test all of them at least 7 days before the event.
How do I organize visitor registration for a lab open house?: Open registration when the program and visitor limit are fixed, usually 4 to 6 weeks before the event. Close or review registrations 7 days before the event so you can confirm attendance, dietary requirements, badges and catering quantities.
How much protective equipment do I need for visitors?: Prepare one set of required protective equipment per person in the largest group, plus at least 10% extra. For example, a group of 30 visitors needs 33 sets of safety goggles or lab coats if both are required.

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.