How to organize a municipal open house

A municipal open house works best when visitors can move through the building without guessing where to go or what happens next. Start with the date, program and public areas, then confirm permits, room reservations and staffing before you publish the event. Build the visitor route around tours, children’s activities and information desks, and leave enough time for signs, maps, equipment checks and catering. The final week is mainly about confirming details and testing every public-facing part of the day.

Organize this event for free with Lizzt

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
3 people
2
Determine venues and public areas
2 people
3
Check permits and notifications
2 people
4
Make room reservations
2 people
5
Develop a program for visitors
3 people
6
Compile tours
2 people
7
Choose activities for children
2 people
8
Assign staff to booths
2 people
9
Send invitations
3 people
10
Publish event online
2 people
11
Send press release
2 people
12
Process registrations
2 people
13
Collect dietary requirements
2 people
14
Confirm visitor information
2 people
15
Prepare name badges
2 people
16
Print maps
2 people
17
Print the program booklets
2 people
18
Make signs and wayfinding
2 people
19
Collect equipment and presentations
2 people
20
Check the tour routes
3 people
21
Do the shopping
3 people
22
Sort non-perishable catering supplies
2 people
23
Pick up fresh catering
2 people
24
Clean the venue
4 people
25
Set up tables and chairs
5 people
26
Set up information booths
6 people
27
Set up the reception desk
2 people
28
Set up the children's area
3 people
29
Build the catering buffet
4 people
30
Chill drinks
2 people
31
Hang decorations
3 people
32
Set up signage
3 people
33
Test presentations and microphone
2 people
34
Brief the tour guides
4 people
35
Brief volunteers
4 people
36
Clear emergency routes
2 people

Event

37
Set up the reception team
3 people
38
Welcome visitors
4 people
39
Register sign-ups
2 people
40
Hand out program brochures
2 people
41
Staff information booths
12 people
42
Guide tours
4 people
43
Supervise children's activities
4 people
44
Facilitate presentations
2 people
45
Serve coffee and tea
3 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Empty trash bins
2 people
49
Check toilets
2 people
50
Answer visitor questions
3 people
51
Inform last visitors
2 people
52
Let visitors leave calmly
3 people

Aftercare

53
Clean up catering
4 people
54
Wash dishes
3 people
55
Take down information stands
6 people
56
Power Down and Pack Up Equipment
2 people
57
Put furniture back
5 people
58
Remove decorations
3 people
59
Collect and remove waste
3 people
60
Clean the venue
4 people
61
Collect lost and found items
2 people
62
Return supplies
2 people
63
Return borrowed materials
2 people
64
Collect invoices and receipts
2 people
65
Archive contact details securely
2 people

What to bring

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

Furniture

Information desksqty 12
Folding chairsqty 80
Beer tablesqty 8
Reception desk
Bar stoolsqty 6
Party tentsqty 3
Bollardsqty 12

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 160
Cutlery setsqty 160
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Bread knivesqty 6
Serving traysqty 8

Equipment

Laptopsqty 6
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 2
Portable speakersqty 2
Extension cordsqty 8
Power stripsqty 10
USB sticksqty 4

Lighting

LED string lightsqty 6
Desk lampsqty 8

Decorations

Municipal flagsqty 6
Balloon archesqty 3
Tableclothsqty 16
Flower arrangementsqty 8
Chalkboardsqty 12
Name badge holdersqty 40
Name badgesqty 120
Wristbandsqty 300

Sports equipment

Colored pencilsqty 12
Markersqty 12
Coloring pagesqty 150
Building blocksqty 4
Bubble solutionqty 12
Skipping ropesqty 6

Cleaning

Waste binsqty 12
Hand soap dispensersqty 8
Cleaning bucketsqty 4
Mopsqty 6
Dustpan and brushqty 4

Catering

Groceries

Tips

Set the program before promoting the event. Decide how long tours last, where visitors start and finish, and when children’s activities run; this determines room use, staff shifts and the information printed for visitors.
Check permits, notifications and room reservations early—at least several weeks before the open house if your municipality requires approvals. Include public areas, party tents, visitor flow and any temporary signs in the review.
Assign one named staff member to each information desk, tour group and activity, plus a coordinator who can handle late changes. Send the briefing, visitor information and dietary requirements to the team before the event week.
Walk every tour route with the people leading it before opening day. Test laptops, projectors, screens, wireless microphones, portable speakers, extension cords and power strips in the actual rooms, not only at a desk.
Prepare the building for visitors the day before where possible: clean the venue, set up tables and chairs, place maps and program booklets, and install signs and wayfinding. Collect fresh catering close to serving time and separate it from non-perishable supplies.

Frequently asked questions

How far in advance should I plan a municipal open house?: Start the date, venue and program at least 8 to 12 weeks ahead. Use the first few weeks to check permits, reserve rooms, build the visitor program and confirm staffing before invitations and online promotion go out.
What should be included in a municipal open house program?: Include arrival instructions, information desks, tour times, children’s activities and any presentations, with clear start and end times. Allow at least 15 minutes between scheduled tour groups for movement, questions and resetting rooms.
How many staff do I need for a municipal open house?: Plan at least one person for every information desk, tour group and children’s activity, plus one overall coordinator. Add a reserve person for breaks and unexpected visitor questions, especially during the busiest opening hours.
When should I print maps, signs and program booklets?: Finalize and print them 3 to 5 days before the event, after routes, rooms and program times are confirmed. Keep a small editable digital version available in case a room or activity changes at the last minute.

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.