How to organize a university open day

Start with the visitor journey, not with individual rooms. Set up registration first, then use expected numbers to reserve spaces, plan tours and workshops, schedule presenters and student ambassadors, and arrange catering. Before the day, test every presentation setup and walk the full campus route. The details most often missed are dietary requirements, accessible routes, parking information, escape routes, power connections, and signs between buildings.

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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
Publish registration form
3
Process registrations
2 people
4
Collect dietary requirements
5
Reserve rooms
6
Plan guided tours
2 people
7
Schedule workshops
2 people
8
Inform the presenters
9
Schedule student ambassadors
2 people
10
Map out the route across campus
2 people
11
Check accessibility
2 people
12
Check parking information
13
Check escape routes
2 people
14
Design floor plans
15
Create the program overview
16
Design signage
17
Prepare name badges
3 people
18
Assemble information folders
4 people
19
Print attendance lists
20
Assemble workshop packs
4 people
21
Collect presentations
22
Test presentations
2 people
23
Order catering
24
Do the shopping
3 people
25
Fill coolers
2 people
26
Prepare snacks
4 people
27
Prepare coffee and tea
2 people
28
Set up tables
5 people
29
Set up chairs
5 people
30
Set up registration desk
3 people
31
Set up information stands
8 people
32
Set up workshop rooms
6 people
33
Connect the projectors
3 people
34
Connect sound equipment
3 people
35
Hang up signage
4 people
36
Hang up decorations
3 people
37
Set out materials for each booth
6 people
38
Restock sanitary facilities
2 people
39
Brief the registration team
2 people
40
Brief the ambassadors
2 people
41
Carry out the final safety check
2 people

Event

42
Welcome visitors
6 people
43
Register visitors
5 people
44
Distribute program
3 people
45
Answer questions at the info desk
4 people
46
Guide tours
8 people
47
Lead the workshops
10 people
48
Facilitate presentations
3 people
49
Serve coffee and tea
3 people
50
Serve snacks
4 people
51
Refill drinks
3 people
52
Keep the buffet clean and stocked
3 people
53
Collect waste
2 people
54
Check toilets periodically
2 people
55
Register lost and found items
56
Wave goodbye to visitors
3 people

Aftercare

57
Switch off equipment
3 people
58
Gather information materials
4 people
59
Wash dishes
4 people
60
Take down the buffet
4 people
61
Clear tables and chairs
6 people
62
Remove decorations
3 people
63
Remove signage
4 people
64
Take waste to the collection point
3 people
65
Clean rooms
5 people
66
Clean the restrooms
2 people
67
Return materials
4 people
68
Return borrowed equipment
2 people
69
Store leftover groceries
2 people
70
Hand over lost and found items
71
Archive registration details

What to bring

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

Furniture

Tablesqty 24
Chairsqty 320
High tablesqty 12
Clothes racksqty 2
Tableclothsqty 24
Storage cratesqty 20

Equipment

Laptopsqty 8
Tabletsqty 6
Projectorsqty 4
Projection screensqty 4
Portable speakersqty 3
Wireless microphonesqty 4
HDMI cablesqty 8
Extension cordsqty 8
Power stripsqty 16
Laptop chargersqty 8
USB sticksqty 6
Cable traysqty 12

Tableware

Reusable cupsqty 350
Glassesqty 250
Platesqty 350
Cutlery setsqty 350
Coffee cupsqty 180
Serving plattersqty 20
Serving trays with lidsqty 12
Serving tongsqty 16
Thermos flasksqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 4
Coolersqty 8
Cutting boardsqty 6
Bread knivesqty 6
Kitchen knivesqty 6
Measuring cupsqty 4
Food containersqty 20
Allergen labelsqty 100

Decorations

University flagsqty 12
Decorative bannersqty 10
Table decorationsqty 24
Poster standsqty 20
Directional signsqty 35
Info boardsqty 20
Badge holdersqty 80
Lanyardsqty 80

Lighting

LED table lampsqty 12
LED string lightsqty 8

Cleaning

Waste binsqty 18
Recycling binsqty 8
Mugsqty 3
Bucketsqty 3
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Microfiber clothsqty 30

Safety

First aid kitsqty 2
Flashlightsqty 4
Barrier tapeqty 4
Gaffer tapeqty 12

Paper goods

Printer paperqty 10
Pensqty 80
Clipboardsqty 12
Name stickersqty 400
Notepadsqty 100
Color markersqty 12
Scissorsqty 8
Glue sticksqty 12

Catering

Groceries

Tips

Close registration early enough to process names and dietary requirements before printing attendance lists and name badges. Allow at least 2–3 working days for final changes.
Build the program around room capacity and travel time. Leave 10–15 minutes between sessions so visitors can move across campus without arriving late.
Walk the visitor route as a first-time guest, including parking, entrances, accessible alternatives, workshop rooms, toilets, and exits. Put signs at every point where someone could choose the wrong corridor or building.
Test each presentation with the actual laptop, projector, screen, HDMI cable, speakers, and microphone at least one day before the open day. Keep spare chargers, extension cords, power strips, and a USB copy of every presentation together.
Order catering from the registration totals, then add a small buffer rather than guessing. Set up coffee machines, kettles, thermos flasks, cups, plates, cutlery, serving trays, and coolers where they can be refilled without blocking registration.

Frequently asked questions

How far in advance should you plan a university open day?: Start the core planning at least 8–12 weeks before the event. That gives you time to reserve rooms, publish registration, schedule tours and workshops, confirm presenters, check accessibility, and arrange catering.
When should registration close for a university open day?: Close registration 2–3 working days before the event if you need printed attendance lists, badges, folders, and workshop packs. Keep a process for late arrivals, but do not leave dietary requirements and room numbers until the morning itself.
How much time should you allow between university open day sessions?: Allow 10–15 minutes between sessions, and more if visitors must cross campus. Use the route map to check the real walking time for families, wheelchair users, and anyone unfamiliar with the buildings.
What equipment should be tested before a university open day?: Test every laptop, projector, screen, HDMI connection, speaker, wireless microphone, charger, extension cord, and power strip at least one day beforehand. Store presentations on a USB stick as a backup and keep spare cables with the event equipment.

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.