Open Afternoon Checklist

An open afternoon needs more than a few tables and a welcome desk. You need a clear visitor route, a reliable registration process, enough coffee and tea, and a setup that can handle people arriving at different times. Start with invitations and dietary requirements, then confirm the space, supplies and equipment. On the day, finish the room layout before visitors arrive and keep one person responsible for reception and refilling refreshments.

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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

Send invitations
2 people
Process registrations
Collect dietary requirements
Check visitor list
Determine the spaces and walking route
2 people
Make reservations
Order groceries
Check materials
2 people
Pick up groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the coffee and tea station
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the buffet
2 people
Lay out name badges
Hang decorations
2 people
Set up signage
2 people
Test the equipment
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Inform visitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Collect waste
2 people
Check toilets
See off the last visitors
2 people

Aftercare

Tear down the buffet
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean rooms
3 people
Dispose of waste
2 people
Return materials
2 people
Keep lost and found items

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 70
Reception desk
Buffet tablesqty 3
Waste binsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6
Coffee and tea potsqty 6

Catering

Thermos flasksqty 6
Groceries

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3
Portable speakersqty 2
Microphone

Decorations

Buntingqty 10
Balloonsqty 100
Name badgesqty 80
Tableclothsqty 10
Directional signsqty 8

Lighting

LED lampsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4

Tips

Send invitations early enough to process registrations and collect dietary requirements before ordering groceries. Use the final visitor list to estimate seating, name badges, drinks and snacks rather than relying on a rough headcount.
Walk the visitor route before setup and place directional signs wherever someone could hesitate. Check that the reception desk is visible from the entrance and that the route does not depend on extension cords or equipment placed across walkways.
Set up the coffee and tea station with cups, glasses, plates, cutlery, pots, thermos flasks and serving space together. Prepare the first batch before doors open, then keep spare drinks chilled so one person can refill without leaving reception unattended.
Test coffee machines, kettles, speakers and the microphone before visitors arrive. Check power strips and extension cords at the same time, and keep cables away from the walking route.
Finish tables, chairs, buffet setup, name badges and decorations before registration starts. Keep waste bins and cleaning supplies accessible, because used cups, plates and snack serving areas become untidy within the first hour.

Frequently asked questions

How far in advance should I send open afternoon invitations?: Send invitations at least 2 to 3 weeks before the open afternoon. Set a registration deadline several days before the event so you can confirm the visitor list, dietary requirements, name badges and grocery quantities.
How much coffee and tea do I need for an open afternoon?: Plan for roughly 2 to 3 drinks per visitor during the first hour, then about 1 drink per person for each additional hour. Add a small reserve so the coffee and tea station can stay open when arrivals are spread out.
When should I set up the room for an open afternoon?: Complete the main setup 2 to 3 hours before visitors arrive. This leaves time to arrange tables and chairs, prepare the buffet, place signage and badges, chill drinks, and fix equipment problems before reception begins.
What should I check on the day of an open afternoon?: Check the final visitor list, dietary requirements, walking route, room layout, refreshments and all powered equipment before opening. Do a final check 30 minutes before arrival, including the reception desk, name badges, directional signs and waste bins.

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.