How to organize an open day without last-minute confusion

A successful open day depends on a clear visitor journey: people need to know when to arrive, where to go, and what they can do next. Start with the date and program, then plan rooms, grounds, registrations, volunteers, activities, food, and access in that order. The final setup works best when tables, signs, refreshments, equipment, and reception are checked separately. This approach helps prevent common problems such as missing dietary information, unavailable keys, poor power access, and overcrowded entrances.

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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
Divide the rooms and grounds
2 people
3
Check permits
4
Make reservations
5
Publish the program
6
Send invitations
2 people
7
Post social media messages
8
Process registrations
9
Collect dietary requirements
10
Assign volunteers
2 people
11
Prepare activities
3 people
12
Make information signs
2 people
13
Create floor plan
14
Put together the music
15
Check the shopping list
2 people
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Setting up shelf-stable catering
2 people
19
Clean the venue
3 people
20
Check materials
2 people
21
Arrange keys and access
22
Set up tables and chairs
4 people
23
Build party tents
4 people
24
Set up the entrance and reception
2 people
25
Set up information table
2 people
26
Set up activity stations
4 people
27
Hang decorations
3 people
28
Connect sound equipment
2 people
29
Check the lighting and power
2 people
30
Build the catering buffet
3 people
31
Prepare coffee and tea
2 people
32
Prepare snacks
3 people
33
Check sanitary facilities
34
Clear emergency routes
2 people
35
Brief volunteers
2 people

Event

36
Staff the registration desk
2 people
37
Welcome visitors
2 people
38
Explain the program
39
Guide tours
3 people
40
Supervise activities
5 people
41
Provide information
2 people
42
Serve coffee and tea
2 people
43
Serve snacks
2 people
44
Refill drinks
2 people
45
Restock the buffet
2 people
46
Collect waste
2 people
47
Clean the toilets in between
48
Replenish activity materials
49
Guide the photo moment
50
Support the evening program
3 people
51
Operate the music
52
Serve the last round
2 people
53
Wave goodbye to visitors
2 people

Aftercare

54
Turn off the sound equipment
55
Clean up catering
3 people
56
Wash dishes
3 people
57
Clear tables and chairs
4 people
58
Remove decorations
2 people
59
Dispose of waste
2 people
60
Clean the venue
3 people
61
Return materials
2 people
62
Return borrowed items
2 people
63
Store leftover catering
2 people
64
Handle the deposit and keys

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 80
Bar stoolsqty 6
Coat racksqty 2
Waste binsqty 6
Dressing tablesqty 2

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Pitcherqty 4
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 6
Rechargeable power banksqty 3
Laptop
Camera

Decorations

Buntingqty 8
Balloon archesqty 2
Balloon pumpsqty 2
Tableclothsqty 10
Flower arrangementsqty 6
Name badgesqty 100
Photo backdrop
Directional signsqty 10
Chalkboardsqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 4
Serving spoonsqty 8
Pliersqty 6
Chilled tablewareqty 4
Thermos bottlesqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Sports equipment

Conesqty 20
Ballsqty 8
Skipping ropesqty 6
Hoopsqty 6
Game materialsqty 4

Catering

Groceries

Tips

Set the date and program before inviting anyone. Publish the timetable early enough for visitors to plan their visit, and keep a simple registration list so you can estimate attendance and collect dietary requirements.
Plan the visitor route room by room and mark it on a floor plan. Include the entrance, reception, information table, activities, catering, toilets, coat racks, waste bins, and any outdoor areas before assigning furniture.
Assign volunteers to specific time slots and locations rather than giving everyone general instructions. Have at least one person responsible for reception and one person who can solve access, equipment, or room changes during the event.
Check practical infrastructure at least one day before opening. Test the microphone, speakers, coffee machines, kettles, extension cords, power strips, coolers, and rechargeable power banks instead of discovering a problem when visitors arrive.
Prepare refreshments and signs before the final setup starts. Chill drinks in advance, place shelf-stable catering where it will not block the entrance, and make information signs large enough to read from several metres away.

Frequently asked questions

How far in advance should I plan an open day?: Start the basic plan at least 6 to 8 weeks before the open day. Set the date and program first, then allow time for reservations, permits, invitations, registrations, volunteer assignments, and materials.
When should I send invitations for an open day?: Send the main invitation 3 to 4 weeks before the event, followed by a reminder 5 to 7 days beforehand. Keep registration details open long enough to collect attendance numbers and dietary requirements.
How do I organize volunteers for an open day?: Assign volunteers to defined shifts of about 2 to 3 hours, with clear responsibilities for reception, information, activities, catering, and room supervision. Share the schedule and arrival instructions at least 3 days before the event.
What should I check the day before an open day?: Check access and keys, clean the venue, confirm the floor plan, inspect furniture and materials, test sound and power, chill drinks, and review the shopping list. Complete this check at least 24 hours before opening so missing items can still be arranged.

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.