Open afternoon checklist: what to arrange and when

An open afternoon usually combines a steady flow of visitors with a fixed welcome point, refreshments and clear information. Start with the room booking and invitations, then use registrations and dietary details to plan food, seating and name badges. In the final days, print the programme, shop for groceries and separate dietary products. On the day, allow time to collect the keys, check the venue, set up the room and test the sound before visitors 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

Reserve the room
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Print the program
Make name badges
2 people
Do the shopping
2 people
Set aside dietary products
Chill drinks
2 people
Prepare the coffee and tea station
2 people
Prepare snacks
3 people
Pick up venue keys
Check the Venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set the tables
2 people
Set up the reception table
2 people
Make coffee
2 people
Set out snacks
2 people
Hang decorations
2 people
Put up info boards
Check sound

Event

Welcome visitors
3 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Supervise activities
3 people
Guide visitors around
2 people
Refill drinks
2 people
Collect tableware
2 people
Check toilets
See off the last visitors
2 people

Aftercare

Clear away food and drinks
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Remove decorations
2 people
Check materials
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

Chairsqty 60
Tablesqty 8
Reception desk
Coat racksqty 2

Tableware

Coffee mugsqty 70
Drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Coolersqty 3

Decorations

Tableclothsqty 8
Flower arrangementsqty 8
Buntingqty 6
Name badgesqty 60
Clipboardsqty 4

Equipment

Portable speaker
Microphone
Extension cordsqty 3

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop and bucketqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set a registration deadline at least 5–7 days before the open afternoon. Use the final list to prepare name badges, estimate seating and identify dietary requirements.
Plan the room setup for arrival, not just for the main programme. Leave a clear route to the reception table, provide coat space and keep information boards visible from the entrance.
Prepare coffee, tea and snacks in separate stages: set up the station first, chill drinks before guests arrive and put out only part of the food if visitors will arrive over several hours.
Do a venue check when you collect the keys, preferably 60–90 minutes before opening. Confirm tables, chairs, power points and cleaning supplies before unpacking decorations or catering.
Test the portable speaker and microphone before the room fills. Check extension cords, keep walkways clear and place spare printed programmes and name badges at the reception table.

Frequently asked questions

How early should I send open afternoon invitations?: Send the first invitations 3–4 weeks before the event, then send a reminder about 5–7 days beforehand. Set a clear registration deadline so you can prepare badges, food and seating.
How many chairs do I need for an open afternoon?: Use the registration total as your starting point and provide one chair per expected seated visitor. Add around 10% extra if the room and storage allow it, especially when visitors may arrive throughout the afternoon.
How much coffee and tea should I prepare for an open afternoon?: For a two- to three-hour afternoon, plan roughly 2 cups of hot drinks per visitor, with extra capacity for staff and late arrivals. Keep additional hot water and coffee available rather than making everything at once.
When should I set up an open afternoon venue?: Allow at least 90 minutes for a room with tables, chairs, refreshments, information boards and sound equipment. Collect the keys early enough to fix missing furniture or power issues 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.