How to organize an open day without last-minute chaos

Organizing an open day works best when you build the plan around the visitor journey: choose the date and program, secure the venue, invite people, then prepare activities and practical details. Start registrations early so you can collect dietary requirements and assign enough volunteers. In the final week, confirm deliveries, print the program, prepare signage and test every piece of equipment. On the day itself, set up the space in visitor order, from welcome desk to activities and refreshments.

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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
Reserve venue
3
Sign up for open day
4
Draft invitations
2 people
5
Send invitations
2 people
6
Hang up promotion
2 people
7
Process registrations
8
Collect dietary requirements
9
Assign volunteers
2 people
10
Confirm activities
2 people
11
Reserve deliveries
12
Create floor plan
2 people
13
Create signage
2 people
14
Print the program
15
Make name badges
2 people
16
Arrange cash
17
Do the shopping
3 people
18
Chill drinks
2 people
19
Prepare snacks
4 people
20
Collect materials
3 people
21
Set up activities
3 people
22
Test the equipment
2 people
23
Check the venue
2 people
24
Set up tent and awning
4 people
25
Set up tables
3 people
26
Set up chairs
3 people
27
Set up the reception desk
2 people
28
Set up the catering table
3 people
29
Set up coffee station
2 people
30
Place waste stations
2 people
31
Hang decorations
3 people
32
Set up signage
2 people
33
Set up information booths
4 people
34
Prepare game materials
3 people
35
Set out presentation materials
2 people
36
Set up sound system
2 people
37
Test microphone
2 people
38
Pre-opening walkthrough
2 people
39
Brief volunteers
3 people

Event

40
Welcome visitors
3 people
41
Register sign-ups
2 people
42
Distribute program
2 people
43
Guide visitors around
4 people
44
Staff the information booth
4 people
45
Guide demonstrations
3 people
46
Supervise children's activities
4 people
47
Serve coffee and tea
3 people
48
Serve snacks
3 people
49
Hand out drinks
3 people
50
Refill drinks
2 people
51
Replenish catering supplies
2 people
52
Clear tables during the event
2 people
53
Empty trash bins
2 people
54
Check toilets
55
Announce program items
56
Provide music
57
Guide visitors to the exit
2 people

Aftercare

58
Switch off equipment
2 people
59
Clean up catering
4 people
60
Collect tableware
3 people
61
Collect waste
3 people
62
Clear tables and chairs
4 people
63
Remove decorations
3 people
64
Pack activity materials
3 people
65
Clean the venue
4 people
66
Clean the kitchen
2 people
67
Collect lost and found items
68
Return materials
2 people
69
Return rental items
2 people
70
Clear away leftover stock
2 people
71
Do final venue inspection
2 people
72
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 6
Tableclothsqty 14
Clothes racksqty 2

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Pouring jugsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Laptopsqty 2
Projector
Projection screen

Decorations

Buntingqty 8
Balloonsqty 150
Balloon ribbonqty 2
Flower arrangementsqty 6
Chalkboardsqty 8
Chalk markersqty 12
Name badgesqty 100
Table numbersqty 14

Lighting

LED light stringsqty 6
LED lampsqty 10
Lanternsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Mixing bowlsqty 6
Thermos flasksqty 6
Bottle openersqty 4
Ice packsqty 20

Registration

Registration formsqty 120
Ballpoint pensqty 30
Clipboard foldersqty 6
Wristbandsqty 120
Cash float

Sports equipment

Gamesqty 8
Conesqty 20
Hoopsqty 6
Beanbagsqty 12

Cleaning

Waste binsqty 8
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8
Litter pickersqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, program and venue before sending invitations. Allow at least 4–6 weeks for promotion and registration, especially if visitors need to sign up in advance.
Use registration numbers to plan staffing and catering. Review the list 7 days before the open day, then confirm dietary requirements and assign volunteers to welcome guests, activities and refreshments.
Create the floor plan before hiring or collecting furniture. Mark the welcome point, activity areas, tables, seating, clothes racks and refreshment station so cables and queues do not block visitors.
Test the projector, laptops, sound system and wireless microphones at the venue at least 2 days beforehand. Check extension cords, power strips and available sockets rather than discovering a power problem during the opening.
Prepare printed materials and name badges before setup day. Print the program and signage, label tables, chill drinks and prepare snacks early enough that the team can focus on visitors when doors open.

Frequently asked questions

How far in advance should you plan an open day?: Start at least 6 weeks before the event. Book the venue and settle the program first, then allow 4 weeks for invitations, promotion and registrations.
When should I send open day invitations?: Send the first invitations 3–4 weeks before the open day. Send a final practical reminder 3–5 days beforehand with the arrival time, program and any registration details.
How many volunteers do I need for an open day?: Plan one volunteer for every 15–20 visitors at a small open day, plus one person coordinating the team. Add separate cover for the welcome desk, activities and refreshments so no station is left unattended.
When should I test the equipment for an open day?: Test the projector, sound system, microphones and laptops at least 2 days before the event. Repeat a quick power and connection check during setup, before 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.