How to organize a real estate agency open house

Start by defining the visitor experience: guests should know where to park, where to register and what they will see first. Send invitations early enough to process registrations and collect dietary requirements before ordering catering and drinks. Then prepare the practical materials, including housing information, presentations and route signs. On the day, finish the office setup, test every screen and cable, chill drinks and arrange the reception, buffet and coffee station before guests 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
Send invitations
2 people
2
Process registrations
3
Collect dietary requirements
4
Confirm the program
5
Order catering
6
Reserve drinks
7
Share parking information
8
Prepare presentations
2 people
9
Print housing information
10
Print the registration list
11
Prepare route signs
12
Do the shopping
2 people
13
Deep clean the office
2 people
14
Empty refrigerators
15
Chill drinks
2 people
16
Set up tables
3 people
17
Set up chairs
2 people
18
Set up the reception desk
2 people
19
Set up presentations
2 people
20
Hang decorations
2 people
21
Put up route signs
2 people
22
Set up the buffet
2 people
23
Set up coffee station
24
Prepare snacks
3 people
25
Test the equipment
2 people
26
Check toilets
27
Brief staff

Event

28
Open the doors
2 people
29
Register visitors
2 people
30
Welcome visitors
2 people
31
Arrange housing presentations
3 people
32
Guide tours
3 people
33
Serve coffee and tea
2 people
34
Serve snacks
2 people
35
Refill drinks
2 people
36
Clear buffet
2 people
37
See visitors out
2 people

Aftercare

38
Switch off equipment
2 people
39
Remove decorations
2 people
40
Put furniture back
3 people
41
Wash dishes
2 people
42
Collect waste
2 people
43
Cleaning the office
2 people
44
Store leftover stock
45
Return rental items
2 people
46
Process contact details
47
Send thank-you messages

What to bring

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

Furniture

Folding tablesqty 6
Chairsqty 60
High tablesqty 4
Tableclothsqty 10
Bar stoolsqty 8

Tableware

Drinking glassesqty 80
Wine glassesqty 50
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pitchersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Presentation screensqty 2
Laptopsqty 2
HDMI cablesqty 3
Power stripsqty 6
Extension cordsqty 6

Decorations

Balloonsqty 100
Balloon archesqty 2
Flower arrangementsqty 6
Buntingqty 4
Table décorqty 10
Information boardsqty 8
Route sign standsqty 6

Lighting

LED string lightsqty 6
LED lightsqty 8

Catering

Groceries

Tips

Send invitations at least 10 to 14 days before the open house, then print the registration list on the day before the event so staff can prepare for expected visitors.
Confirm the program and presentation content no later than 3 days ahead. Test each laptop, presentation screen, HDMI cable, power strip and extension cord together rather than separately.
Order catering only after registrations and dietary requirements are processed. For the first hour, plan on two to three drinks per guest, then keep extra chilled drinks available in coolers.
Complete the deep clean and empty the refrigerators the day before. On the event day, chill drinks, set up the reception desk, buffet and coffee station, and avoid using those areas for storage.
Put up route signs before the first guest arrives, including parking guidance and signs leading to registration. Prepare printed housing information in clearly marked stacks so visitors can take it without interrupting staff.

Frequently asked questions

How far in advance should I plan a real estate open house?: Begin planning 2 to 3 weeks ahead. Send invitations 10 to 14 days before the event, confirm the program and catering at least 3 days ahead, and complete the final setup the day before.
How much food and drink do I need for an open house?: Use the registration count as your starting point and allow two to three drinks per guest for the first hour. Order food only after dietary requirements are collected, with extra portions for late arrivals and staff.
When should I prepare presentations and property information?: Finish presentations and print housing information at least 2 days before the open house. Test the equipment again on the event day and place the printed information at registration or in a dedicated display area.
What should I do on the morning of a real estate open house?: Allow at least 2 to 3 hours for final setup. Arrange tables, chairs, reception, buffet and coffee station; chill drinks, put up route signs, check the registration list and test every presentation connection before opening.

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.