Middle school open day checklist

A middle school open day runs smoothly when visitors always know where to go and staff know what happens next. Use this checklist to set the date, build the programme, manage registrations, prepare tours, and equip every room. It also covers the details that are easy to leave too late: dietary requirements, name badges, route signs, teacher briefings, coffee service, and checking presentation equipment. Work through the plan in order, then use the final setup tasks for the day before and the morning itself.

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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
Assign rooms and tours
3 people
Sign up for open day
Design invitations
2 people
Send invitations
2 people
Post social media messages
Process registrations
2 people
Collect dietary requirements
Assign tour guides
2 people
Prepare the teacher briefing
2 people
Create volunteer briefing
2 people
Make reservations
Order catering
2 people
Prepare floor plans
2 people
Design route signs
Make name badges
2 people
Collect presentations
2 people
Check equipment in each room
2 people
Create print materials
2 people
Do the shopping
3 people
Bring materials to school
3 people
Test coffee machines
2 people
Stock the refrigerators
2 people
Prepare the reception desk
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the reception desk
2 people
Set up information booths
6 people
Hang decorations
3 people
Put up route signs
2 people
Lay out floor plans
2 people
Connect the technical equipment
3 people
Set up presentations
3 people
Prepare coffee and tea
3 people
Prepare snacks
4 people
Hand out name badges
2 people

Event

Welcome volunteers
2 people
Brief volunteers
3 people
Register visitors
4 people
Distribute program
2 people
Guide visitors around
4 people
Guide tours
8 people
Demonstrate lessons
10 people
Present briefings
4 people
Answer questions
6 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet tables clean
2 people
Empty trash bins
2 people
Check toilets
2 people
Guide photo moments
2 people
Collect registration forms
2 people
Inform last visitors
2 people
See visitors out
3 people

Aftercare

Collect tableware
3 people
Switch off equipment
3 people
Remove decorations
3 people
Clear tables and chairs
5 people
Sort waste
3 people
Clean the rooms
5 people
Clean the restrooms
2 people
Clear the reception desk
2 people
Collect lost and found items
Return materials
3 people
Return equipment
2 people
Archive registrations
Send thank-you message
2 people
Answer follow-up questions
2 people

What to bring

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

Furniture

Information desksqty 12
Foldable tablesqty 8
Chairsqty 120
Bar stoolsqty 12
Reception desk
Tableclothsqty 20
Waste binsqty 12
Clothes racksqty 2

Equipment

Laptopsqty 8
Projectorsqty 6
Projection screensqty 6
Speakersqty 4
Microphonesqty 4
Extension cordsqty 12
Power stripsqty 12
Charging cablesqty 10
Presentation clickersqty 6
Walkie-talkiesqty 8

Tableware

Coffee cupsqty 150
Glassesqty 180
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pouring jugsqty 10
Thermos flasksqty 8

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Storage binsqty 12
Pliersqty 8

Decorations

Balloonsqty 200
Buntingqty 12
Directional signsqty 20
School bannersqty 4
Table décorqty 20
Plantsqty 12
Photo backdrop
Chalkboardsqty 8

Lighting

LED lampsqty 12
String lightsqty 6
Batteriesqty 24

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 4
Microfiber clothsqty 20
Glovesqty 12
Litter pickersqty 4

Catering

Drink dispensersqty 4
Coolersqty 4
Serving plattersqty 16
Bread basketsqty 8
Label holdersqty 20
Groceries

Tips

Set the date and programme before sending invitations. Include tour times, presentation slots, room assignments, and the registration deadline so families can choose a realistic visit time.
Process registrations before assigning groups. Use the final numbers to set tour capacity, prepare name badges, collect dietary requirements, and decide how many guides and volunteers are needed.
Check every presentation room at least one day before the open day. Test projectors, screens, speakers, microphones, laptops, clickers, extension cords, and power strips rather than assuming they will work.
Prepare visitor flow, not just room content. Put the reception desk at the entrance, display clear route signs, keep floor plans available, and brief guides on where each tour starts and ends.
Finish hospitality setup before doors open. Test the coffee machines, stock refrigerators, count cups and glasses, and place waste bins near the reception and catering areas so volunteers are not solving these tasks during arrivals.

Frequently asked questions

How far in advance should we plan a middle school open day?: Start planning at least 6 to 8 weeks before the event. Set the date and programme first, then allow time for invitations, registrations, room planning, staff briefings, equipment checks, and catering orders.
When should invitations for a middle school open day be sent?: Send invitations about 4 weeks before the open day, with registration closing 7 to 10 days beforehand. This leaves enough time to process numbers, dietary requirements, tour groups, and name badges.
How many tour guides do we need for a middle school open day?: Plan one guide for each tour group and keep at least one backup available for every 4 to 5 groups. Set the group size according to your corridors and rooms, then confirm assignments after registration closes.
When should we test the equipment for an open day?: Test all equipment the day before and repeat a short check 60 to 90 minutes before visitors arrive. Check each projector, screen, laptop, microphone, speaker, clicker, cable, and power strip in the room where it will be used.

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.