Library open day checklist

A library open day needs more than a good programme. Set the date and opening hours first, then secure rooms, assign staff and volunteers, and publish a clear schedule. Allow time for registrations, dietary requirements, the tour, children’s activities and refreshments. In the final week, print materials, prepare name badges and check equipment such as the projector, screen and speaker. On the day, set up the registration and information desks before visitors arrive.

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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 date and opening hours
Set the schedule and activities
2 people
Reserve rooms and halls
Approach staff and volunteers
Send invitations
2 people
Post promotion on the website
Publish on social media
Distribute posters
2 people
Process registrations
Collect dietary requirements
Update program online
Order deliveries and groceries
Prepare the tour
2 people
Prepare children's activities
2 people
Create quiz and contest
Print presentations and texts
Prepare name badges
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the information desk
2 people
Set up the registration table
2 people
Set up tables
3 people
Set up chairs
3 people
Set up kids' corner
2 people
Set up reading corner
2 people
Set up book tables
3 people
Set up the tent and outdoor furniture
3 people
Hang decorations
2 people
Place route and program signs
2 people
Test sound system
2 people
Set up the coffee and tea station
2 people
Display snacks
2 people
Brief volunteers
2 people

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Explain the program
2 people
Guide tours
2 people
Register new members
2 people
Demonstrate library services
2 people
Supervise read-aloud sessions
2 people
Supervise children's activities
3 people
Host the quiz
Deliver the presentation
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
Check toilets
Collect lost and found items
Inform last visitors
2 people
Store the registration list securely

Aftercare

Put books back
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean up catering
2 people
Remove decorations
2 people
Remove signs and wayfinding
2 people
Turn off the sound equipment
Sort and remove waste
2 people
Clean rooms
3 people
Clean the restrooms
Return rental items
2 people
Store leftover materials
2 people
Process registration details
Send thank-you message
Check borrowed books
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Party tent
Registration desk
Stoolsqty 8
Coat racksqty 3

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 60
Platesqty 100
Forksqty 100
Teaspoonsqty 60
Serving traysqty 8
Pitcherqty 4

Catering

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 6
Drink dispensersqty 3
Napkinsqty 300
Groceries

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 10
Book displaysqty 6
Flower arrangementsqty 6
Name badgesqty 30

Equipment

Laptopqty 2
Projector
Projection screen
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12
Wi-Fi booster

Children's activities

Colored pencilsqty 12
Markersqty 12
Coloring booksqty 30
Craft scissorsqty 10
Glue sticksqty 20
Cutting and craft paperqty 500
Picture booksqty 25
Picture booksqty 20
Cloth for kids' corner

Promotion

Postersqty 30
Flyersqty 300
Program cardsqty 200
Registration formsqty 200
Pensqty 30
Clipboardsqty 6
Directional signsqty 12
Contest formsqty 150
Poster standsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Paper towel dispenserqty 2

Tips

Set the date, opening hours and room bookings before promoting the event. Keep the schedule realistic: allow at least 15 minutes between activities for visitors to move between rooms.
Confirm staff and volunteers at least two weeks ahead, then assign named people to registration, the information desk, the tour, children’s activities and refreshments.
Publish the programme online and update it when times or activities change. Send invitations and share the same schedule on the website, social media and posters so visitors do not see conflicting information.
Finish registrations and dietary requirements several days before the event. Use the final numbers to plan snacks, drinks, cups, plates and seating rather than guessing on the morning.
Set up the registration table, information desk, tables, chairs and children’s corner before opening. Test the laptop, projector, screen and portable speaker, and chill drinks at least a few hours in advance.

Frequently asked questions

How far in advance should I plan a library open day?: Start planning at least six weeks before the opening day. Book rooms and confirm staff early, then begin promotion once the date, hours and main programme are fixed.
When should I send invitations for a library open day?: Send invitations about three weeks before the event, with a registration deadline around one week before it. This leaves time to collect dietary requirements and adjust refreshments and seating.
What should I prepare the day before a library open day?: Print presentations, texts and name badges, prepare the quiz and children’s activities, check the tour route, and organise snacks and drinks. Charge the laptop and test the projector and speaker before the doors open.
How early should I set up for a library open day?: Allow at least two hours for room setup, including tables, chairs, desks, the kids’ corner and book displays. Set up registration and information points first, then test the presentation equipment and refreshments.

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.