How to organize a synagogue open day

Start by fixing the date, opening hours and visitor flow before arranging refreshments or room layouts. Publish the event early, process registrations and collect dietary requirements so you know how many people and tour groups to prepare for. Build the day around timed rounds, trained guides and clear visitor information. The final checks should cover emergency exits, presentations, microphones, coffee service and the reception area—not just the programme.

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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
Publish the date and opening hours
2
Send invitations
2 people
3
Announce the open day online
4
Process registrations
5
Collect dietary requirements
6
Arrange tour guides
7
Organize the schedule and rounds
2 people
8
Inform speakers and volunteers
9
Make material reservations
10
Prepare visitor information
2 people
11
Make route and behavior signs
12
Print program flyers
13
Prepare name badges
2 people
14
Check presentations
2 people
15
Prepare tour content
3 people
16
Do the shopping
2 people
17
Fill coolers
2 people
18
Prepare snacks
3 people
19
Hold a volunteer briefing
3 people
20
Inspect venue and rooms
2 people
21
Check entrance and emergency exits
2 people
22
Set up tables and chairs
4 people
23
Set up the reception table
2 people
24
Set up the coffee and tea station
2 people
25
Connect the technical equipment
2 people
26
Set out presentation materials
2 people
27
Set up information tables
3 people
28
Hang decorations
2 people
29
Set up signage
2 people
30
Check and restock toilets
31
Set out snacks and drinks
3 people

Event

32
Staff the reception desk
2 people
33
Register visitors
2 people
34
Explain the program and rules
35
Guide visitors to the tours
2 people
36
Give tours
3 people
37
Host lectures
2 people
38
Answer visitors' questions
2 people
39
Serve snacks
2 people
40
Refill drinks
2 people
41
Clear away dishes
2 people
42
Check toilets periodically
43
See off the last visitors
2 people

Aftercare

44
Switch off the equipment
2 people
45
Clear the venue completely
5 people
46
Put the tables and chairs back
4 people
47
Wash dishes
3 people
48
Collect and remove waste
2 people
49
Clean halls and toilets
3 people
50
Check borrowed materials
2 people
51
Return materials
2 people
52
Store leftover stock
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 80
Reception desk
Clothes racksqty 2
Bollardsqty 8

Equipment

Laptopqty 2
Projector
Projection screen
Portable speaker
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 2
Serving trays with lidsqty 6

Decorations

Information boardsqty 8
Tableclothsqty 8
Name badge holdersqty 30
Brochure holdersqty 8
Pensqty 30

Lighting

LED table lampsqty 6
LED string lightsqty 3

Safety

Flashlightsqty 4
First aid kit
Cable matsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Waste binsqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set opening hours and tour rounds before sending invitations. Allow 30–45 minutes per guided round, then leave at least 10 minutes for questions, movement between rooms and late arrivals.
Use registrations to plan capacity rather than guessing. Record dietary requirements as people sign up, and prepare name badges and visitor information before the first guests arrive.
Give every guide a defined route and a short briefing. Confirm which rooms may be entered, what behaviour visitors should follow and who handles questions that need a specialist answer.
Prepare the reception point as the first operational station: place the visitor list, name badges, programme flyers and route signs there. Add bollards or other guidance where queues could block an entrance or emergency exit.
Test the technical setup in the actual rooms at least one day beforehand. Check the laptop, projector, screen, speaker, wireless microphones, extension cords and power strips together rather than discovering compatibility problems during the first presentation.

Frequently asked questions

How far in advance should I announce a synagogue open day?: Publish the date and opening hours at least 4 weeks in advance so visitors have time to register. Send a reminder 7 days before the event, including arrival instructions, the programme and any access information.
How many tour guides do I need for a synagogue open day?: Assign at least 1 guide to each tour round and add 1 coordinator for every 3–4 groups. For example, three simultaneous groups need three guides plus one person managing timing, questions and changes.
How long should a synagogue open day tour last?: Plan each tour for about 30–45 minutes, followed by 10–15 minutes for questions and moving visitors to the next area. Keep the schedule visible so guests can choose a round without crowding the reception desk.
When should I prepare food and coffee for the open day?: Buy shelf-stable supplies several days ahead and prepare snacks on the day itself. Fill coolers shortly before opening, set out reusable cups and plates, and start the coffee and tea station 15–20 minutes before the first visitors arrive.

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.