How to organize an open day from first announcement to opening time

Organizing an open day works best when you build the visitor flow before buying supplies. Start with the date, program, registration process, and guided tours, then use the expected attendance to plan volunteers, refreshments, furniture, signage, and equipment. The final setup should make arrival easy, keep tours moving, and leave the reception team free to answer questions. This plan takes you from the first announcement to the moment the doors open.

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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 program
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Register for guided tours
2 people
6
Create program and signage
2 people
7
Plan deliveries and shopping
8
Assign volunteers
9
Brief guides
3 people
10
Check stock
2 people
11
Do the shopping
2 people
12
Print program
13
Chill drinks
2 people
14
Open venue
2 people
15
Set up tables and chairs
4 people
16
Set up the reception desk
2 people
17
Set up info stands
4 people
18
Hang up decorations
3 people
19
Connect the technical equipment
2 people
20
Mark guided tour routes
2 people
21
Prepare coffee and tea
2 people
22
Prepare snacks
3 people
23
Conduct a safety check
2 people
24
Brief the reception team
5 people

Event

25
Open the doors
3 people
26
Register visitors
3 people
27
Inform visitors
3 people
28
Guide tours
4 people
29
Guide demonstrations
4 people
30
Serve coffee and tea
2 people
31
Serve snacks
3 people
32
Refill drinks
2 people
33
Check the waste and tables
2 people
34
Guide visitors to the exit
2 people
35
Close Visitor Registration
2 people

Aftercare

36
Switch off equipment
2 people
37
Dismantle furniture
4 people
38
Remove decorations
3 people
39
Wash dishes
3 people
40
Collect waste
3 people
41
Clean the venue
4 people
42
Store leftover stock
2 people
43
Return borrowed materials
2 people
44
Handle the deposit and keys

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Party tentsqty 2
Reception desk
Stoolsqty 12
Bollardsqty 8

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Notice boardsqty 6

Decorations

Buntingqty 8
Balloon bundlesqty 10
Tableclothsqty 12
Welcome sign
Directional signsqty 12

Lighting

LED light stringsqty 6
LED lampsqty 8

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8

Cleaning

Mopsqty 4
Bucketsqty 4
Waste binsqty 8

Catering

Name stickersqty 150
Pensqty 20
Clipboardsqty 6
Information leafletsqty 250
Program cardsqty 180
Wristbandsqty 180
Groceries

Tips

Publish the date and program before sending invitations, and give visitors a clear deadline for registration. Ask about dietary requirements during registration rather than trying to collect them at the reception desk.
Set tour capacity before opening registration. Mark each route, prepare directional signs, and brief guides on meeting points, timings, accessibility, and what to do if a group arrives late.
Plan the entrance around the reception desk: place the welcome sign where it is visible from outside, keep the registration information together, and use bollards or signs to show where visitors should queue.
Count chairs, tables, cups, plates, and serving equipment against the highest expected attendance, not an average hour. Chill drinks and prepare coffee and snacks before opening so the reception team does not have to leave its post.
Test microphones, speakers, extension cords, and power strips before visitors arrive. Complete the safety check after tables, chairs, cables, stands, and tour-route markers are in their final positions.

Frequently asked questions

How far in advance should you announce an open day?: Publish the date and program at least 4 to 6 weeks before the open day. Keep registration open long enough to identify attendance, dietary requirements, and demand for guided tours before you finalize staffing and supplies.
How many volunteers do you need for an open day?: Plan at least one person at reception, one person responsible for each active guided tour, and one floating helper for refreshments, directions, and unexpected issues. Add cover for breaks if the open day lasts more than 3 hours.
When should you prepare the venue for an open day?: Do the main setup on the day itself early enough to finish at least 60 minutes before opening. Set up furniture, reception, information stands, signs, decorations, refreshments, and technical equipment before the final safety check.
How much coffee and tea should you prepare for an open day?: Use your registration count to estimate demand and prepare the first batch before opening. As a starting point, allow 1 to 2 hot drinks per visitor for a short visit, with extra capacity for guides, volunteers, and visitors who stay longer.

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.