How to organize an open day from start to finish

An open day works best when visitors always know where to go and staff know what happens next. Start by fixing the date, program, rooms, tours, and information stands before inviting anyone. Then manage registrations, dietary requirements, confirmations, guides, and volunteers in one up-to-date list. In the final days, print the floor plan and program, prepare badges and signs, check presentation equipment, and set up the registration desk before the first visitor arrives.

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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 rooms
3
Plan guided tours
2 people
4
Arrange information stands
2 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Update visitor list
11
Send confirmations
2 people
12
Order catering
13
Brief guides
2 people
14
Assign volunteers
2 people
15
Print floor plan
16
Print the program
17
Prepare name badges
2 people
18
Make route signs
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Check equipment
2 people
22
Mark the room layout
2 people
23
Set up tables
4 people
24
Set up chairs
4 people
25
Set up registration desk
2 people
26
Set up information booths
6 people
27
Set up the catering table
3 people
28
Set up coffee station
2 people
29
Hang decorations
3 people
30
Put up route signs
3 people
31
Set out presentation materials
4 people
32
Test the equipment
2 people
33
Prepare snacks
4 people
34
Lay out name badges
2 people
35
Give staff briefing
3 people

Event

36
Staff the registration desk
3 people
37
Welcome visitors
3 people
38
Distribute program
2 people
39
Answer questions
4 people
40
Staff information booths
10 people
41
Guide tours
4 people
42
Lead presentations
4 people
43
Serve coffee and tea
3 people
44
Serve snacks
3 people
45
Refill drinks
2 people
46
Keep the catering table clean
2 people
47
Empty trash bins
2 people
48
Check toilets
2 people
49
Guide visitor flow
3 people
50
Collect lost and found items
51
See off the last visitors
3 people

Aftercare

52
Turn off presentation materials
2 people
53
Clean up catering
4 people
54
Collect tableware
3 people
55
Sort waste
3 people
56
Clear tables and chairs
5 people
57
Remove decorations
3 people
58
Clean the rooms
4 people
59
Clean the restrooms
2 people
60
Remove route signs
2 people
61
Return materials
3 people
62
Return borrowed items
2 people
63
Store leftover stock
2 people
64
Send visitor thank-you gifts

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Registration desk
High tablesqty 8
Tableclothsqty 20
Clothes racksqty 2

Equipment

Laptopsqty 6
Projectorqty 2
Projection screensqty 2
HDMI cablesqty 6
Extension cordsqty 8
Power stripsqty 8
Portable speakersqty 2
Microphonesqty 2
Charging stationsqty 3
Wayfinding signsqty 14
Stoolsqty 24

Office

Name badgesqty 80
Name badge holdersqty 80
Pensqty 30
Clipboardsqty 12
Notepadsqty 20
Information leafletsqty 250
Program bookletsqty 150
Floor plansqty 150
Tapeqty 6
Scissorsqty 6
Markersqty 12

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 12
Roll-up bannersqty 6
Table décorqty 20

Tableware

Platesqty 150
Coffee cupsqty 100
Glassesqty 150
Mugsqty 100
Cutlery setsqty 150
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 6
Storage binsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Serving jugsqty 6

Lighting

LED lightsqty 8
String lightsqty 6

Cleaning

Waste binsqty 10
Bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the program before sending invitations. Leave clear time slots for guided tours and allow at least 15 minutes between groups so late arrivals do not disrupt the next tour.
Open registration as soon as the invitations go out and update the visitor list at least once a week. Collect dietary requirements with the registration instead of trying to identify them at the catering table.
Brief guides and assign volunteers no later than 3 to 5 days before the open day. Give each person a specific position, such as registration, wayfinding, an information stand, or tour support.
Print the floor plan, program, information leaflets, and name badges at least 2 days beforehand. Prepare extra blank badges and keep pens, clipboards, tape, scissors, and markers at the registration desk.
Set up tables, chairs, high tables, clothes racks, signs, and the registration desk before doors open. Test laptops, the projector, screens, HDMI cables, speakers, microphones, extension cords, and power strips while there is still time to replace or move equipment.

Frequently asked questions

How far in advance should you plan an open day?: Start planning at least 6 to 8 weeks ahead. Reserve rooms, build the program, arrange tours and information stands first; send invitations once the main schedule is stable.
When should I send open day invitations?: Send the first invitation 3 to 4 weeks before the event and close or review registration 2 to 3 days beforehand. Send confirmations after checking the visitor list and any dietary requirements.
How many volunteers do I need for an open day?: Plan at least 1 volunteer for registration, 1 for wayfinding or general questions, and 1 guide for each tour running at the same time. Add one floating volunteer for a busy open day or a building with several rooms.
When should the room be set up for an open day?: Complete the main setup at least 2 hours before visitors arrive. Finish the registration desk, route signs, room layout, equipment checks, chilled drinks, badges, and printed materials before the final volunteer briefing.

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.