How to organize an open company day

An open company day works best when visitors always know where to go next. Start by fixing the date, program and route through the building, then arrange registration, guides, demonstrations and catering around that flow. Work backward from the event day: invitations and dietary information need time, while chilled drinks, signage and the registration desk belong to the final setup. This approach keeps arrivals, tours, presentations and informal conversations moving without putting everything on one coordinator.

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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 the spaces and visitor route
2 people
3
Reserve parking spaces
4
Draft invitations
2 people
5
Send invitations
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Send program to attendees
10
Confirm speakers and guides
2 people
11
Collect presentations
2 people
12
Plan guided tours
2 people
13
Set up demo rooms
3 people
14
Prepare name badges
2 people
15
Print the visitor list
16
Confirm deliveries
17
Do the shopping
2 people
18
Store chilled products
2 people
19
Chill drinks
2 people
20
Clean the venue thoroughly
3 people
21
Check entrance and signage
2 people
22
Set up tables and chairs
4 people
23
Set up registration desk
2 people
24
Build the catering buffet
3 people
25
Set up coffee station
2 people
26
Hang up decorations
3 people
27
Check the lighting
2 people
28
Test presentations and screens
2 people
29
Clear the guided tour route
2 people
30
Prepare snacks
3 people
31
Label the buffet and dietary options
2 people
32
Briefing for reception team
3 people
33
Give the guide briefing
4 people

Event

34
Staff the registration desk
2 people
35
Welcome visitors
3 people
36
Hand out name badges
2 people
37
Explain the program
38
Deliver the presentation
2 people
39
Guide tours
4 people
40
Guide demonstrations
4 people
41
Serve coffee and tea
2 people
42
Serve snacks
3 people
43
Refill drinks
2 people
44
Restock the buffet
3 people
45
Collect trash and empty glasses
2 people
46
Answer visitor questions
2 people
47
Collect contact details
2 people
48
Support the evening program
2 people
49
See off the last visitors
3 people

Aftercare

50
Catering breakdown
3 people
51
Move materials to storage
4 people
52
Collect and sort waste
3 people
53
Wash dishes
3 people
54
Clean rooms
4 people
55
Clean the restrooms
2 people
56
Check the equipment
2 people
57
Return borrowed materials
2 people
58
Store leftover stock
2 people
59
Send thank-you message
60
Follow up on visitor details
2 people

What to bring

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

Furniture

Reception tableqty 2
Buffet tablesqty 6
Bistro tablesqty 12
Chairsqty 100
Stoolsqty 20
Clothes racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 150
Wine glassesqty 100
Platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving boardsqty 12
Small bowlsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 12
Serving spoonsqty 8
Ice packsqty 20

Equipment

Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
HDMI cablesqty 4
Extension cordsqty 8
Extension cordsqty 8
Wireless microphonesqty 2
Portable speakersqty 2
Power banksqty 4

Decorations

Welcome signsqty 3
Directional signsqty 12
Table runnersqty 12
Flower arrangementsqty 10
Company flagsqty 4
Name badgesqty 120
Badge holdersqty 120
Pensqty 30

Lighting

LED string lightsqty 6
LED spotlightsqty 8

Cleaning

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

Catering

Groceries

Tips

Set the visitor route before writing the program. Mark the entrance, registration desk, demo rooms, presentation area and exit, then estimate how long a visitor needs to move between each point.
Open registration as soon as the invitation is ready, preferably at least three weeks before the event. Use the form to collect attendance and dietary requirements instead of handling them through scattered email replies.
Confirm speakers, guides and presentations one week beforehand. Ask for final slide files early enough to test every laptop, projector, projection screen, HDMI cable and extension cord before visitors arrive.
Plan catering for the route and arrival pattern, not just the headcount. Put coffee, cups and chilled drinks where queues will not block registration, and prepare plates, cutlery, serving utensils and waste bins at the buffet.
Reserve parking spaces and check entrance signage several days in advance. On the final day, print the visitor list, prepare name badges, chill drinks, store chilled products correctly and leave enough time to clean and set up tables and chairs.

Frequently asked questions

How far in advance should I plan an open company day?: Start at least six weeks before the event. Fix the date, spaces and visitor route first, then allow three or more weeks for invitations and registration and one week for final confirmations.
When should invitations for an open company day be sent?: Send them about three weeks before the event, or earlier if visitors need to arrange travel. Close or review registration several days beforehand so you can print the visitor list, prepare name badges and confirm catering quantities.
How do I organize guided tours during an open company day?: Set fixed tour times and group sizes rather than sending visitors through the building continuously. Confirm guides at least one week ahead and leave 10 to 15 minutes between groups for movement and questions.
What should be checked the day before an open company day?: Check deliveries, presentations, signage, parking, room layouts and technical equipment one day before. Chill drinks, store chilled products safely and prepare the registration materials so the final setup is limited to cleaning, furniture, catering and coffee stations.

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