MBO open day checklist: what to arrange and when
An MBO open day needs more than open classrooms and a timetable. You need to coordinate registrations, information desks, guided tours, trial lessons, demonstrations, catering and clear routes through the building. Start with the programme and room plan, then assign staff and student ambassadors before publishing the final schedule. In the final week, test every laptop, screen and microphone, print registration lists and assemble information folders so visitors can get answers without waiting.
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
Select rooms and classrooms
2 people
Define Outreach Topics
3 people
Publish open day online
Send invitations
2 people
Open the registration form
Inform schools and deans
2 people
Process registrations
2 people
Collect dietary requirements
Answer visitors' questions
2 people
Finalize the program
3 people
Schedule guided tours
2 people
Schedule trial lessons
3 people
Assign teachers to rooms
2 people
Schedule student ambassadors
2 people
Book catering
Collect materials for demonstrations
4 people
Create floor plans and signage
2 people
Prepare name badges
2 people
Check presentations
3 people
Test laptops and screens
2 people
Do the shopping
3 people
Chill drinks
2 people
Print registration lists
Assemble information folders
4 people
Prepare catering
3 people
Tidy up rooms
4 people
Set up information desks
4 people
Set up tables and chairs
6 people
Hang up signage
3 people
Set up the reception desk
3 people
Set up presentation rooms
4 people
Set up practice rooms
6 people
Set out demonstration materials
5 people
Hang decorations
3 people
Set up coffee stations
3 people
Set out snacks
3 people
Retest the equipment
2 people
Give staff briefing
4 people
Event
Staff the reception desk
3 people
Register visitors
3 people
Hand out name badges
2 people
Hand out info folders
2 people
Direct visitors to classrooms
4 people
Guide tours
5 people
Give informational presentations
4 people
Assist trial lessons
8 people
Conduct live demonstrations
8 people
Answer questions about courses
6 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep catering tables clean
2 people
Empty trash bins
2 people
Check toilets
2 people
Resolve technical issues
2 people
Guide visitor flow
3 people
Inform last visitors
2 people
Aftercare
Close registration desk
2 people
Collect demonstration materials
5 people
Switch off equipment
2 people
Clear tables and chairs
6 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean rooms
5 people
Remove signage
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Register lost and found items
Archive registration details
Send thank-you email to visitors
Answer follow-up questions
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Registration desksqty 3
- Information desksqty 18
- Foldable tablesqty 12
- Chairsqty 180
- Bar stoolsqty 20
- Tableclothsqty 24
- Clothes racksqty 2
Tableware
- Reusable mugsqty 180
- Glassesqty 180
- Platesqty 180
- Cutlery setsqty 180
- Serving plattersqty 20
- Serving tongsqty 12
Equipment
- Laptopsqty 12
- Projectorqty 4
- Projection screensqty 4
- Presentation screensqty 6
- Wireless microphonesqty 4
- Speakersqty 4
- Power banksqty 6
- Extension cordsqty 12
- Power stripsqty 12
- Cable matsqty 10
- USB sticksqty 6
- Wi-Fi boostersqty 4
Decorations
- School Flagsqty 8
- Balloonsqty 150
- Balloon archesqty 3
- Decorative plantsqty 12
- Info postersqty 30
- Program boardsqty 8
- Directional signsqty 24
- Whiteboardsqty 8
Lighting
- LED light garlandsqty 8
- LED construction lightsqty 6
Kitchen
- Coffee machinesqty 4
- Kettlesqty 4
- Thermos flasksqty 12
- Coolersqty 6
- Ice cube traysqty 8
- Cutting boardsqty 6
- Bread knivesqty 6
- Serving pansqty 6
- Waste binsqty 12
- Coffee spoonsqty 30
Cleaning
- Broomqty 4
- Dustpan and brushqty 4
- Mopsqty 4
- Bucketsqty 4
- Microfiber clothsqty 20
- Hand soap dispensersqty 8
Catering
- Groceries
Tips
- Set the programme and room allocation before opening registration. Include fixed times for guided tours and trial lessons, then leave at least 10 minutes between sessions for visitors to move between classrooms.
- Publish the online open day information early and send invitations to schools and study advisers. Keep a single registration list and process new registrations daily, including dietary requirements and questions that need a personal reply.
- Assign one named teacher or student ambassador to every classroom, information desk and tour group. Prepare a short briefing at least one day before the event covering routes, start times and where to send visitors with unanswered questions.
- Walk the visitor route from the registration desks to classrooms, demonstrations and catering. Put floor plans and signs at decision points, not just at the entrance, and check that cables, extension cords and power strips do not cross walking paths.
- Complete the technical check no later than the day before. Test presentations on the actual laptops, projector and screens, check wireless microphones and speakers, charge power banks, and keep USB sticks with backup files at the relevant rooms.
Frequently asked questions
- How far in advance should we organise an MBO open day?
- Start planning at least 8 to 12 weeks before the open day. Fix the date, rooms and main programme first; publish registration details once the session times and capacity are reliable.
- When should registration open for an MBO open day?
- Open registration as soon as the programme and room capacities are confirmed, preferably 4 to 6 weeks in advance. Review registrations every day during the final week so room staffing and catering numbers can be adjusted.
- How many staff and students do we need for an MBO open day?
- Assign at least one responsible person to each active classroom, information desk and guided tour group. Add a small roaming team for the entrance, directions and questions, especially during the first hour when arrivals overlap.
- When should we test the technology for an MBO open day?
- Run the full technology check at least one day before the event and repeat a short check 30 to 60 minutes before opening. Test every laptop, presentation, screen, microphone and speaker in the room where it will be used.
Start this plan in Lizzt
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