Language school open day checklist

A language school open day works best when visitors know where to go, what they can try and who can answer their questions. Set the programme before inviting people, then coordinate rooms, teachers, guides and registration. Build in time for language-level checks, trial lessons and guided tours rather than leaving them to chance. This checklist also covers the details that are often arranged too late, including dietary information, photo consent, equipment testing, signs, name stickers and welcome packs.

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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
Reserve classrooms and reception area
Schedule teachers and guides
2 people
Draft invitations
2 people
Publish registration form
Send invitations
2 people
Promote open day online
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Assess language levels
Prepare trial lessons
4 people
Plan the guided tours
2 people
Prepare presentations
3 people
Print registration forms
Order catering
Prepare photo consent
Test the equipment
2 people
Create signage
2 people
Put together welcome packs
3 people
Prepare name stickers
2 people
Lay out teaching materials
4 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the reception desk
2 people
Set up tables and chairs
4 people
Set up trial classrooms
4 people
Set up the presentation area
3 people
Hang decorations
3 people
Set up signage
2 people
Set out welcome packs
2 people
Set up coffee and tea station
2 people
Prepare snacks and drinks
3 people
Recheck the equipment
2 people
Briefing for reception team
3 people
Brief teachers
5 people

Event

Welcome visitors
4 people
Register attendance
2 people
Hand out name stickers
2 people
Hand out welcome packs
2 people
Guide tours
3 people
Provide trial lessons
5 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Staff information desks
5 people
Administer level tests
3 people
Give course advice
3 people
Deliver the presentation
2 people
Answer visitors' questions
3 people
Process registrations
2 people
Take photos with permission
Check toilets
Empty trash bins
2 people
Say goodbye to visitors
3 people

Aftercare

Collect materials
4 people
Switch off equipment
2 people
Remove decorations
3 people
Wash dishes
3 people
Tidy up rooms
4 people
Clean the reception area
3 people
Dispose of waste
2 people
Return borrowed items
2 people
Follow up on open registrations
2 people
Send a thank-you message to visitors
Archive photo material

What to bring

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

Furniture

Reception desk
Tablesqty 12
Chairsqty 90
Bar stoolsqty 6
Dressing tablesqty 4
Tableclothsqty 12

Tableware

Reusable glassesqty 100
Coffee cupsqty 80
Platesqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving traysqty 8
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Chargersqty 4
Headphonesqty 20
Level test computersqty 10

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 3
Ice cube traysqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Serving spoonsqty 4
Tea towelsqty 12
Coolersqty 2

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Table décorqty 12
Photo backdrop
Wayfinding signsqty 12
Chalkboardsqty 6
Chalk markersqty 12
Table signsqty 20

Lighting

LED string lightsqty 6
LED table lampsqty 8

Office supplies

Name stickersqty 120
Pensqty 100
Pencilsqty 60
Color markersqty 12
Notepadsqty 100
Clipboardsqty 12
Paper foldersqty 100
Registration formsqty 120
Photo consent formsqty 120
Program flyersqty 150
Course brochuresqty 150
Assess levelsqty 80
Envelopesqty 150
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Printer paperqty 5
Pen holdersqty 10
Wristbandsqty 120
Duty rostersqty 10

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Toilet brushesqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date and programme before publishing the registration form. Allow at least 2–3 weeks for invitations and online promotion, then use the final 3–5 days to confirm registrations and check expected numbers.
Schedule more than one teacher or guide if trial lessons, tours and presentations overlap. Give each person a clear time slot and room so visitors are not left waiting at reception.
Collect dietary requirements when people register and send the final catering numbers to the supplier at least 3 working days before the open day. Chill drinks and prepare snacks shortly before doors open, not the night before.
Test the laptop, projector, screen, speakers, microphone and extension leads in the actual rooms at least 1 day ahead. Charge devices and level-test computers, and keep spare power strips available for the reception desk.
Prepare signs, name stickers, registration forms and welcome packs before the event day. Put the reception desk at the entrance and lay out teaching materials, coffee cups, reusable glasses and serving trays before the first visitor arrives.

Frequently asked questions

How far in advance should I organise a language school open day?: Set the date and programme at least 3–4 weeks before the event. Publish registration and send invitations soon after, leaving the final week for processing registrations, confirming attendance and assigning teachers and guides.
How long should a language school open day last?: Allow around 3–4 hours for a useful programme with reception, presentations, language-level checks, trial lessons and guided tours. Keep registration open for the first 30 minutes and repeat key activities if visitors arrive at different times.
When should I confirm catering for a language school open day?: Collect dietary requirements during registration and confirm the final headcount at least 3 working days before the event. Buy or prepare snacks and chill drinks on the day, ideally 1–2 hours before visitors arrive.
When should I test the equipment for an open day?: Test the projector, screen, laptop, speakers, microphone and power connections at least 1 day in advance in their assigned rooms. Recheck the setup 30 minutes before opening and make sure chargers and level-test computers are ready.

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