Mosque open day checklist

A mosque open day works best when visitors can move easily from reception to tours, talks and refreshments. Start by fixing the date and programme, then confirm speakers, guides and volunteer roles before invitations go out. Registration helps you estimate numbers and collect dietary requirements, while a clear route, name badges and printed programme keep the day running smoothly. Leave time for cleaning, safety checks, seating, catering and equipment testing before guests 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 the date and program
3 people
Compile tours
2 people
Confirm speakers for the program
2 people
Draft invitations
2 people
Send invitations
2 people
Publish open day online
2 people
Open the registration form
Process registrations
Collect dietary requirements
Recruit volunteers
3 people
Divide tasks among volunteers
3 people
Brief guides
2 people
Brief guest reception
2 people
Print program and route
2 people
Prepare name badges
2 people
Check Info Materials
2 people
Make a reservation for cleaning supplies
Finalize the shopping list
2 people
Do the shopping
3 people
Store fresh products chilled
2 people
Clean the venue beforehand
4 people
Check the entrance and escape routes
2 people
Check and restock toilets
2 people
Set up tables and chairs
5 people
Set up the reception desk
2 people
Mark the tour route
2 people
Set up information tables
3 people
Place shoe racks
2 people
Prepare prayer rooms
3 people
Set up kids' corner
2 people
Test sound system
2 people
Chill drinks
3 people
Set up coffee and tea station
3 people
Arrange snacks on platters
4 people
Post allergen information
2 people
Hold a volunteer briefing
6 people

Event

Staff the reception desk
3 people
Register visitors
3 people
Distribute program
2 people
Guide visitors to rooms
3 people
Give tours
4 people
Answer questions at the information desk
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep prayer rooms tidy
2 people
Check toilets periodically
2 people
Remove waste regularly
2 people
Supervise kids' area
2 people
Guide presentation
2 people
Moderate the interview
2 people
Guide visitors to the exit
2 people
See off the last visitors
3 people

Aftercare

Close the coffee station
3 people
Package leftover food
3 people
Wash dishes
4 people
Clear tables and chairs
5 people
Remove decorations
3 people
Switch off equipment
2 people
Collect and remove waste
3 people
Clean the restrooms
2 people
Clean prayer rooms
3 people
Clean the venue thoroughly
4 people
Return borrowed materials
2 people
Store leftover materials
2 people
Collect lost and found items
Send visitor thank-you gifts
2 people
Archive photos and documents

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Reception desk
Information desksqty 4
Shoe racksqty 8
Stoolsqty 12
Children's chairsqty 6
Bollardsqty 8

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 100
Tea glassesqty 80
Platesqty 180
Forksqty 180
Spoonsqty 180
Knivesqty 80
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 16
Serving traysqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Food tongsqty 8
Measuring cupsqty 3
Storage binsqty 12

Equipment

Wireless microphonesqty 2
Speakersqty 2
Laptop
Projector
Extension cordsqty 4
Power stripsqty 6
Power banksqty 4

Decorations

Welcome signqty 2
Directional signsqty 12
Tableclothsqty 10
Flower arrangementsqty 8
Pennant stringsqty 6
Photo backdrop

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning cart
Hand broomsqty 4

Catering

Groceries

Tips

Set the programme before sending invitations. Confirm each speaker, tour guide and session time, then publish the registration form with a clear closing date so you can process numbers and dietary requirements in time.
Assign volunteers to specific stations rather than using a general pool. Cover reception, guest guidance, tours, refreshments, children’s seating and toilet checks, and brief each person before opening.
Plan the visitor route around the entrance, shoe racks, reception desk, information desks and prayer spaces. Print the route and programme, prepare name badges, and use bollards if queues or restricted areas need marking.
Test the technical setup at least one hour before visitors arrive. Check the laptop, wireless microphones and speakers in the actual rooms, and keep a backup printed programme in case the equipment fails.
Buy and chill fresh products close enough to the event that they stay safe, but early enough to avoid a last-minute shop. Count cups, glasses, plates, cutlery, serving equipment and hot-drink equipment against the expected attendance before setting the tables.

Frequently asked questions

How far in advance should I plan a mosque open day?: Set the date and programme at least 6 to 8 weeks ahead. Confirm speakers and volunteer roles before invitations are sent, and close registration several days before the event so you can prepare seating, food and name badges.
How many volunteers do we need for a mosque open day?: Plan separate coverage for reception, tours, guest guidance, refreshments, safety and cleaning checks. For a small open day, start with at least 8 to 12 volunteers and add more when several tours or rooms run at the same time.
What should be included in a mosque open day programme?: Include arrival and registration, an introduction, prayer-space guidance, tours, speaker sessions, refreshments and time for questions. Give each activity a start and end time, and print the programme and route before opening.
When should I prepare food and drinks for a mosque open day?: Finalise the shopping list at least 3 days before the event and buy fresh products as close to the day as practical. Store chilled items immediately, then set up coffee, tea and refreshments after the room layout and reception desk are ready.

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.