How to organize a municipal open house

A municipal open house works best when visitors can register quickly, find the right information booth, and speak to the right provider without waiting. Start by confirming the venue, participating information providers, accessibility needs, and the visitor registration process. Then build the floor plan around visitor flow, prepare boards and leaflets, and leave setup time for equipment testing and signage. The final day is mainly about access, name badges, refreshments, and keeping information available throughout the event.

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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
Draft invitation
2
Send invitations
2 people
3
Open registrations
4
Process registrations
2 people
5
Collect dietary requirements
6
Reserve venue
7
Confirm information providers
8
Check accessibility
9
Create floor plan and layout
10
Prepare information boards
2 people
11
Collect information leaflets
2 people
12
Order catering
13
Test the equipment
2 people
14
Check visitor list
15
Print name badges
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Assemble info packs
3 people
19
Charge equipment
20
Arrange keys and access
21
Ventilate the hall
22
Set up tables and chairs
4 people
23
Set up information booths
4 people
24
Set up registration desk
2 people
25
Hang up signage
2 people
26
Connect the technical equipment
2 people
27
Set up the presentation
28
Set up coffee station
2 people
29
Set out snacks
2 people
30
Check toilets
31
Briefing for reception team
3 people

Event

32
Open the doors
2 people
33
Register visitors
2 people
34
Welcome visitors
2 people
35
Staff information desks
8 people
36
Hand out information packs
2 people
37
Serve coffee and tea
2 people
38
Refill drinks
2 people
39
Refill snacks
2 people
40
Collect waste
41
Guide presentation
2 people
42
Note visitor questions
2 people
43
Wave goodbye to visitors
2 people

Aftercare

44
Switch off equipment
2 people
45
Take down information tables
4 people
46
Collect tableware
2 people
47
Wash dishes
2 people
48
Dispose of waste
2 people
49
Clean the room
3 people
50
Put furniture back
4 people
51
Remove signage
2 people
52
Lock up the venue
2 people
53
Return borrowed materials
2 people
54
Clear away leftover catering
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Stoolsqty 12
Registration desk
Coat racksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitcherqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Projector
Projection screen
Laptop
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Decorations

Tableclothsqty 10
Counter sign
Information boardsqty 12
Chalkboardsqty 4
Directional signsqty 10
Name badgesqty 80
Table numbersqty 12

Kitchen

Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Bottle openersqty 3

Cleaning

Vacuum cleaner
Mop set
Cleaning bucketsqty 2
Waste binsqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the open house. Use the final list to prepare name badges, check dietary requirements, and estimate seating, drinks, and information packs.
Create the floor plan before moving furniture. Leave a clear route from the entrance to the registration desk, keep information booths easy to identify, and allow space around the projector, screen, microphone, and speakers.
Confirm each information provider’s arrival time and materials at least 3 days in advance. Collect leaflets and board content early so missing information can be chased before setup day.
Test the laptop, projector, screen, wireless microphone, and speakers before visitors arrive. Charge equipment overnight and check extension cords and power strips so a presentation does not depend on last-minute fixes.
Plan the final setup in reverse order: arrange keys and access first, ventilate the hall, place tables and chairs, then install booths, signage, registration materials, refreshments, and chilled drinks. Allow at least 90 minutes for this work.

Frequently asked questions

How far in advance should I plan a municipal open house?: Start planning at least 6 weeks before the event. Confirm the venue and information providers first, then open registrations early enough to process responses and collect dietary requirements before the final week.
When should I send invitations for a municipal open house?: Send invitations 3 to 4 weeks before the open house and set a registration deadline about 7 days before it. This gives you time to check the visitor list, print name badges, and estimate catering.
How much setup time does a municipal open house need?: Allow at least 90 minutes for the final setup, plus extra time if the hall needs a full furniture rearrangement. Finish equipment testing before visitors arrive and keep 15 minutes available for last-minute changes.
How do I organize information booths at a municipal open house?: Assign each provider a clearly marked table and place directional signs at the entrance and key turns. Prepare the floor plan at least 3 days ahead, then match the booth layout to the topics visitors are most likely to ask about.

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.