How to organize a nursing home open house

A nursing home open house works best when visitors know where to go, residents know what to expect, and staff are not solving practical problems at the door. Start by fixing the date, opening hours, tour routes, and activity program. Then manage registrations, dietary requirements, resident permissions, volunteers, printed materials, refreshments, and equipment in that order. Allow extra time for accessible routes, room checks, and a reception desk that can handle arrivals without blocking corridors.

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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
Determine tour routes
2 people
3
Put together the activity program
2 people
4
Draft invitations
2 people
5
Send invitations
2 people
6
Publish open day online
7
Process registrations
2 people
8
Collect dietary requirements
9
Make Tour Reservations
10
Assign volunteers
2 people
11
Inform residents
2 people
12
Check resident permissions
2 people
13
Reserve deliveries
14
Have printed materials made
15
Check the shopping list
2 people
16
Do the shopping
2 people
17
Collect fresh produce
2 people
18
Inspect venue
2 people
19
Clear emergency exits
2 people
20
Tidy up the tour rooms
3 people
21
Set up decorations
2 people
22
Test the equipment
2 people
23
Prepare the reception desk
2 people
24
Set up tables
4 people
25
Set up chairs
4 people
26
Set up buffet area
3 people
27
Prepare coffee and tea
2 people
28
Prepare snacks
3 people
29
Chill drinks
2 people
30
Lay out name badges
31
Lay out the programs
2 people
32
Hang up signage
2 people
33
Hang decorations
3 people
34
Test sound and presentation
2 people
35
Hold team briefing
5 people

Event

36
Guide residents to the hall
4 people
37
Welcome visitors
3 people
38
Register visitors
2 people
39
Hand out programs
2 people
40
Give the opening speech
41
Guide tours
4 people
42
Supervise activities
5 people
43
Answer visitors' questions
3 people
44
Serve coffee and tea
3 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Empty trash bins
2 people
48
Check toilets
2 people
49
Escort residents back
4 people
50
Wave goodbye to visitors
3 people
51
Store registration details securely

Aftercare

52
Collect tableware
3 people
53
Clear buffet
3 people
54
Store food safely
2 people
55
Collect waste
2 people
56
Clear tables and chairs
4 people
57
Remove decorations
3 people
58
Clean materials
3 people
59
Clean the rooms
3 people
60
Clean the restrooms
2 people
61
Switch off equipment
2 people
62
Lock up rooms
2 people
63
Store usable materials
2 people
64
Process leftover groceries
65
Return rental items
2 people
66
Thanking Residents and Family
2 people
67
Archive photos and documents

What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 100
High tablesqty 4
Coat racksqty 2
Wheelchair-accessible tablesqty 4

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 8

Equipment

Wireless microphonesqty 2
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Clothes racksqty 2
Registration tabletsqty 2
Conesqty 12
Wheelchair rampsqty 2

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 12
Flower arrangementsqty 8
Name badgesqty 120
Pensqty 30
Program standsqty 8
Photo framesqty 12

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the program before sending invitations. Divide the open house into clear tour times and activity blocks, then reserve places for each tour so visitors do not arrive in one large group.
Check resident permissions at least one week before the event. Confirm which rooms, photographs, conversations, or activities are appropriate, and brief residents about the expected visitor flow.
Design the tour route around mobility needs, not just the shortest path. Check every doorway and turning point for wheelchair access, and keep emergency exits completely clear during setup and opening hours.
Prepare the reception desk with the registration list, printed program, name badges, and a clear way to record walk-ins. Assign at least one volunteer to arrivals and another to guide late visitors so the desk does not become a bottleneck.
Test microphones, speakers, the laptop, projector, and screen before guests arrive, including extension cords and power strips. Set up coffee machines, kettles, thermos flasks, cups, glasses, plates, and serving utensils early enough to replace missing or unsuitable items.

Frequently asked questions

How far in advance should you plan a nursing home open house?: Set the date and basic program at least 4–6 weeks ahead. Send invitations and publish the event online once the tour times, activities, registration method, and accessibility information are confirmed.
How many volunteers do you need for a nursing home open house?: Plan for at least one volunteer at reception, one guide per active tour group, and one person available for room or refreshment support. Add another guide when several tours run at the same time or routes are split.
How do you make a nursing home open house accessible?: Map the route before inviting guests and check it with a wheelchair or mobility aid at least one week beforehand. Use wheelchair-accessible tables, keep corridors and emergency exits clear, and provide seating at stops where visitors may wait.
When should refreshments be prepared for an open house?: Set up serving areas 60–90 minutes before doors open, but prepare fresh produce and chilled items as late as practical. Confirm dietary requirements during registration and label suitable options before guests arrive.

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