Municipal open house checklist: plan it in the right order

A municipal open house needs more than a program and a few information desks. You have to coordinate public areas, permits, tours, children’s activities, staff, registrations, catering and wayfinding across the building. Start with the date, venues and visitor program, then move to communications and registrations before ordering supplies. Use the final week for route checks, printed materials, equipment testing and fresh catering so visitors can find the right room and each activity starts on time.

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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
Determine venues and public areas
2 people
Check permits and notifications
2 people
Make room reservations
2 people
Develop a program for visitors
3 people
Compile tours
2 people
Choose activities for children
2 people
Assign staff to booths
2 people
Send invitations
3 people
Publish event online
2 people
Send press release
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Confirm visitor information
2 people
Prepare name badges
2 people
Print maps
2 people
Print the program booklets
2 people
Make signs and wayfinding
2 people
Collect equipment and presentations
2 people
Check the tour routes
3 people
Do the shopping
3 people
Sort non-perishable catering supplies
2 people
Pick up fresh catering
2 people
Clean the venue
4 people
Set up tables and chairs
5 people
Set up information booths
6 people
Set up the reception desk
2 people
Set up the children's area
3 people
Build the catering buffet
4 people
Chill drinks
2 people
Hang decorations
3 people
Set up signage
3 people
Test presentations and microphone
2 people
Brief the tour guides
4 people
Brief volunteers
4 people
Clear emergency routes
2 people

Event

Set up the reception team
3 people
Welcome visitors
4 people
Register sign-ups
2 people
Hand out program brochures
2 people
Staff information booths
12 people
Guide tours
4 people
Supervise children's activities
4 people
Facilitate presentations
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Answer visitor questions
3 people
Inform last visitors
2 people
Let visitors leave calmly
3 people

Aftercare

Clean up catering
4 people
Wash dishes
3 people
Take down information stands
6 people
Power Down and Pack Up Equipment
2 people
Put furniture back
5 people
Remove decorations
3 people
Collect and remove waste
3 people
Clean the venue
4 people
Collect lost and found items
2 people
Return supplies
2 people
Return borrowed materials
2 people
Collect invoices and receipts
2 people
Archive contact details securely
2 people

What to bring

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

Furniture

Information desksqty 12
Folding chairsqty 80
Beer tablesqty 8
Reception desk
Bar stoolsqty 6
Party tentsqty 3
Bollardsqty 12

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 160
Cutlery setsqty 160
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Bread knivesqty 6
Serving traysqty 8

Equipment

Laptopsqty 6
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 2
Portable speakersqty 2
Extension cordsqty 8
Power stripsqty 10
USB sticksqty 4

Lighting

LED string lightsqty 6
Desk lampsqty 8

Decorations

Municipal flagsqty 6
Balloon archesqty 3
Tableclothsqty 16
Flower arrangementsqty 8
Chalkboardsqty 12
Name badge holdersqty 40
Name badgesqty 120
Wristbandsqty 300

Sports equipment

Colored pencilsqty 12
Markersqty 12
Coloring pagesqty 150
Building blocksqty 4
Bubble solutionqty 12
Skipping ropesqty 6

Cleaning

Waste binsqty 12
Hand soap dispensersqty 8
Cleaning bucketsqty 4
Mopsqty 6
Dustpan and brushqty 4

Catering

Groceries

Tips

Lock in the date, public areas and room reservations before publishing the program. Check permit and notification requirements at least 6–8 weeks ahead, especially if you will use outdoor areas, tents or crowd-control bollards.
Build the visitor program around timed tours and activities, then assign staff to every information desk and tour slot. Keep one named backup person for each busy area instead of relying on whoever happens to be available.
Send invitations and publish the online event details only after visitor information, registration rules and accessibility details are confirmed. Close or review registrations 3–5 days before the event so dietary requirements and name badges can be prepared accurately.
Print maps, program booklets, signs and name badges no later than 2–3 days before opening. Place wayfinding signs at every decision point, including entrances, lifts, toilets, tour meeting points and children’s activities.
Test laptops, projectors, screens, wireless microphones and portable speakers in their actual rooms the day before. Bring the correct extension cords, power strips and USB sticks, and set up tables, chairs, reception and catering areas before the first staff briefing.

Frequently asked questions

How far in advance should we plan a municipal open house?: Start 8–12 weeks before the event. Use the first 2 weeks for the date, venues, permits and program, then leave at least 4 weeks for invitations, registrations, staffing and visitor information.
When should permits and public notifications be checked?: Check them as soon as the date and locations are known, ideally 6–8 weeks in advance. Outdoor areas, party tents, amplified sound and visitor flow controls may need separate approval or notification.
When should registrations and dietary requirements be finalised?: Review registrations 3–5 days before the open house and send the final dietary list to whoever is handling catering. Keep a small buffer for late changes and print name badges after the final review.
When should the venue and tour routes be checked?: Do a full walk-through 1–2 days before the event and repeat a quick safety and wayfinding check on the morning itself. Confirm room access, signs, equipment, seating and every tour meeting point before visitors arrive.

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.