How to organize a library open day

A library open day needs more than an open door and a few activities. Start by fixing the date, opening hours and room layout, then build the programme around tours, children’s activities and presentations. Give promotion and registrations enough lead time, especially if you need dietary information or volunteer cover. In the final week, print materials, prepare name badges and check every table, chair and piece of presentation equipment before visitors arrive.

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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 date and opening hours
2
Set the schedule and activities
2 people
3
Reserve rooms and halls
4
Approach staff and volunteers
5
Send invitations
2 people
6
Post promotion on the website
7
Publish on social media
8
Distribute posters
2 people
9
Process registrations
10
Collect dietary requirements
11
Update program online
12
Order deliveries and groceries
13
Prepare the tour
2 people
14
Prepare children's activities
2 people
15
Create quiz and contest
16
Print presentations and texts
17
Prepare name badges
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare snacks
3 people
21
Set up the information desk
2 people
22
Set up the registration table
2 people
23
Set up tables
3 people
24
Set up chairs
3 people
25
Set up kids' corner
2 people
26
Set up reading corner
2 people
27
Set up book tables
3 people
28
Set up the tent and outdoor furniture
3 people
29
Hang decorations
2 people
30
Place route and program signs
2 people
31
Test sound system
2 people
32
Set up the coffee and tea station
2 people
33
Display snacks
2 people
34
Brief volunteers
2 people

Event

35
Staff the registration desk
2 people
36
Welcome visitors
2 people
37
Explain the program
2 people
38
Guide tours
2 people
39
Register new members
2 people
40
Demonstrate library services
2 people
41
Supervise read-aloud sessions
2 people
42
Supervise children's activities
3 people
43
Host the quiz
44
Deliver the presentation
2 people
45
Serve coffee and tea
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Empty trash bins
49
Check toilets
50
Collect lost and found items
51
Inform last visitors
2 people
52
Store the registration list securely

Aftercare

53
Put books back
3 people
54
Clear tables and chairs
3 people
55
Wash dishes
2 people
56
Clean up catering
2 people
57
Remove decorations
2 people
58
Remove signs and wayfinding
2 people
59
Turn off the sound equipment
60
Sort and remove waste
2 people
61
Clean rooms
3 people
62
Clean the restrooms
63
Return rental items
2 people
64
Store leftover materials
2 people
65
Process registration details
66
Send thank-you message
67
Check borrowed books
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Party tent
Registration desk
Stoolsqty 8
Coat racksqty 3

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 60
Platesqty 100
Forksqty 100
Teaspoonsqty 60
Serving traysqty 8
Pitcherqty 4

Catering

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 6
Drink dispensersqty 3
Napkinsqty 300
Groceries

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 10
Book displaysqty 6
Flower arrangementsqty 6
Name badgesqty 30

Equipment

Laptopqty 2
Projector
Projection screen
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12
Wi-Fi booster

Children's activities

Colored pencilsqty 12
Markersqty 12
Coloring booksqty 30
Craft scissorsqty 10
Glue sticksqty 20
Cutting and craft paperqty 500
Picture booksqty 25
Picture booksqty 20
Cloth for kids' corner

Promotion

Postersqty 30
Flyersqty 300
Program cardsqty 200
Registration formsqty 200
Pensqty 30
Clipboardsqty 6
Directional signsqty 12
Contest formsqty 150
Poster standsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Paper towel dispenserqty 2

Tips

Set the date, opening hours and programme before promoting the event. Visitors need one reliable schedule, and staff need to know when tours, quizzes and children’s activities take place.
Plan rooms and people together. Reserve the halls first, then assign staff and volunteers to the information desk, registration table, tour and children’s corner; aim to have each role covered for the full opening period.
Open registrations early and ask about dietary requirements at the same time. Close or review the list several days before the event so you can order snacks and drinks based on actual numbers.
Prepare visitor-facing materials at least one day before opening. Print presentations and texts, update the online programme, make name badges and test the laptop, projector, screen and portable speaker in the rooms where they will be used.
Leave setup time on the event day instead of trying to do everything at opening. Set up tables, chairs, displays and the kids’ corner first, then prepare the registration and information desks, chill drinks and arrange snacks just before visitors arrive.

Frequently asked questions

How far in advance should I plan a library open day?: Set the date, opening hours and rooms at least 6 to 8 weeks ahead. Start promotion once the programme and registration details are stable, then use the final week for printing, shopping and equipment checks.
When should registrations close for a library open day?: Review registrations 3 to 5 days before the event. That gives you time to confirm dietary requirements, prepare name badges and order the right amount of refreshments without making last-minute changes to the programme.
How many drinks should I prepare per visitor?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person for each additional hour. Include coffee, tea and cold drinks, and keep extra water available if visitors will be taking tours or joining children’s activities.
How early should I arrive to set up a library open day?: Allow at least 2 hours before opening for furniture, desks, displays and the children’s corner. Add another 30 minutes if you need to test a projector, screen, laptop or portable speaker in more than one room.

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.