Laboratory open house checklist

A laboratory open house needs more than a tour route and a few demonstrations. You need a clear safety plan, tested activities, trained guides, controlled visitor flow and a reception process that works when people arrive at the same time. Start with the date, program and registration setup, then confirm staffing, catering and visitor materials. In the final week, test every demonstration, presentation and piece of equipment rather than discovering problems during the first tour.

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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

Set the date and program
2 people
Prepare safety plan
2 people
Determine the tour
2 people
Select demonstrations
3 people
Test demonstrations for safety
3 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Confirm registrations
Book catering
Assign tour guides
2 people
Assign demonstrators
2 people
Assign the reception team
Create a visitor map
Design signs and route arrows
Prepare information boards
2 people
Inventory the tasting materials
2 people
Inventory protective equipment
2 people
Prepare worksheets for visitors
2 people
Make badges and the attendance list
Check the lighting
Check the equipment
2 people
Test presentations
2 people
Check refrigerators and freezers
Do the shopping
2 people
Setting up shelf-stable catering
2 people
Pick up fresh catering
2 people
Check venue and rooms
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up demo tables
4 people
Set out sample materials
3 people
Lay out safety goggles
2 people
Place information signs
2 people
Hang up route signs
2 people
Prepare coffee and tea
2 people
Display snacks
2 people
Set up sound and presentations
2 people
Briefing for reception team
3 people
Give briefing to demonstrators
4 people
Give the guide briefing
3 people

Event

Register visitors
3 people
Give visitors badges
2 people
Deliver welcome presentation
2 people
Guide tours
4 people
Guide the tasting stations
6 people
Run demonstrations
4 people
Answer visitors' questions
3 people
Lead presentations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check waste stations
Refill the tasting stations safely
3 people
Check toilets
Inform last visitors
2 people
Wave goodbye to visitors
3 people

Aftercare

Secure test materials
3 people
Switch off equipment
2 people
Store leftovers in the fridge
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean the venue
3 people
Remove decorations and signage
2 people
Check and store the materials
2 people
Return borrowed materials
2 people
Clear away leftover catering

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Reception desk
Stoolsqty 12
Waste binsqty 8

Tableware

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

Equipment

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 10

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Scissorsqty 4
Measuring cupsqty 6
Mixing bowlsqty 6
Serving spoonsqty 8
Coolersqty 4

Safety

Safety gogglesqty 40
Lab coatsqty 20
Fire extinguishersqty 2
Liquid collection traysqty 8
First aid kit

Decorations

Information boardsqty 12
Route arrowsqty 20
Presentation bannersqty 4
Tableclothsqty 12
Name badge holdersqty 10

Lighting

LED lampsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 6

Catering

Groceries

Tips

Test every demonstration under the conditions of the open house, including the planned duration, number of visitors and required protective equipment. Remove activities that cannot be run safely or repeated reliably.
Set the tour route before designing signs and information boards. Walk it as a visitor would and check that arrows, lighting, equipment and emergency access remain clear at every stop.
Close or review registrations early enough to process dietary requirements and confirm attendance. Give the reception team an attendance list and badges before doors open, not during check-in.
Assign separate people to reception, guiding and demonstrations when possible. A guide who must also manage late arrivals will slow the group and leave visitors waiting at the next station.
Count protective equipment, tasting materials and serving items against the expected visitor total, then add a small spare supply. Check power strips, extension cords, projectors, microphones and speakers during the final equipment test.

Frequently asked questions

How early should I start planning a laboratory open house?: Start at least 6 to 8 weeks before the event. That gives you time to set the program, prepare the safety plan, test demonstrations, open registration, book catering and assign staff.
How many staff members do I need for a laboratory open house?: Plan for at least one reception team, one guide for each tour group and one demonstrator at each active station. Add a coordinator who can handle delays, safety questions and equipment problems without leaving a station unattended.
When should laboratory demonstrations be tested?: Run the first safety and timing tests at least 3 weeks before the open house, then repeat a full test during the final week. Include the actual equipment, protective gear, presentation setup and expected visitor numbers.
When should I send invitations and confirm registrations?: Send invitations after the date and program are fixed, ideally 4 to 6 weeks before the event. Review registrations weekly, collect dietary requirements, and send final confirmations about 7 days before the open house.

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.