Nursing Home Open House Checklist

A nursing home open house needs more than invitations and a tidy entrance. You need a clear tour route, permission checks for residents, accessible seating and enough volunteers to guide visitors without disrupting daily care. This checklist takes you from setting the date and opening registrations to preparing refreshments, testing presentation equipment and checking emergency exits. Use it to keep the programme realistic and make sure late tasks, such as fresh produce and printed materials, are not left until the final morning.

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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
Determine tour routes
2 people
Put together the activity program
2 people
Draft invitations
2 people
Send invitations
2 people
Publish open day online
Process registrations
2 people
Collect dietary requirements
Make Tour Reservations
Assign volunteers
2 people
Inform residents
2 people
Check resident permissions
2 people
Reserve deliveries
Have printed materials made
Check the shopping list
2 people
Do the shopping
2 people
Collect fresh produce
2 people
Inspect venue
2 people
Clear emergency exits
2 people
Tidy up the tour rooms
3 people
Set up decorations
2 people
Test the equipment
2 people
Prepare the reception desk
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet area
3 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Chill drinks
2 people
Lay out name badges
Lay out the programs
2 people
Hang up signage
2 people
Hang decorations
3 people
Test sound and presentation
2 people
Hold team briefing
5 people

Event

Guide residents to the hall
4 people
Welcome visitors
3 people
Register visitors
2 people
Hand out programs
2 people
Give the opening speech
Guide tours
4 people
Supervise activities
5 people
Answer visitors' questions
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Escort residents back
4 people
Wave goodbye to visitors
3 people
Store registration details securely

Aftercare

Collect tableware
3 people
Clear buffet
3 people
Store food safely
2 people
Collect waste
2 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean materials
3 people
Clean the rooms
3 people
Clean the restrooms
2 people
Switch off equipment
2 people
Lock up rooms
2 people
Store usable materials
2 people
Process leftover groceries
Return rental items
2 people
Thanking Residents and Family
2 people
Archive photos and documents

What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 100
High tablesqty 4
Coat racksqty 2
Wheelchair-accessible tablesqty 4

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 8

Equipment

Wireless microphonesqty 2
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Clothes racksqty 2
Registration tabletsqty 2
Conesqty 12
Wheelchair rampsqty 2

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 12
Flower arrangementsqty 8
Name badgesqty 120
Pensqty 30
Program standsqty 8
Photo framesqty 12

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the programme before publishing invitations. Allow separate time for tours, activities and questions, then make tour reservations so visitors do not all arrive at once.
Check resident permissions and inform residents before advertising the event. Complete this several days ahead so staff know who may be included in tours, photographs or activities.
Plan the reception desk around accessibility. Leave room for wheelchair-accessible tables, chairs, coat racks and clear routes rather than filling the entrance with displays.
Test microphones, speakers, the laptop, projector and screen before guests arrive. Check extension cords and power strips as part of the same test, not during the first presentation.
Buy shelf-stable refreshments early, then collect fresh produce close to the event. Prepare coffee machines, kettles, thermos flasks, cups, plates and serving utensils where volunteers can reach them safely.

Frequently asked questions

How far in advance should I plan a nursing home open house?: Set the date and programme at least 4 to 6 weeks before the open house. This leaves time to publish invitations, process registrations, assign volunteers and confirm resident permissions.
How do I organise tours at a nursing home open house?: Map the tour routes before sending invitations and offer reserved time slots. Keep groups small enough for the route and allow at least 10 to 15 minutes between groups for questions, accessibility needs and resetting rooms.
When should I check resident permissions for an open house?: Check permissions as soon as the programme and tour areas are known, preferably 2 to 3 weeks before the event. Review the list again during the final week so staff and volunteers have the same information.
When should I set up the nursing home open house venue?: Inspect the venue and clear emergency exits at least 1 day before the event. Set up tables, chairs, decorations and the reception desk on the day itself, then test all equipment before visitors arrive.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.