Open company day checklist: what to arrange and when

An open company day needs more than invitations and a tidy entrance. You need a clear visitor route, working demonstrations, confirmed guides, registration materials and enough catering equipment for the expected crowd. Start with the date, programme and spaces, then work towards registrations, dietary requirements and final deliveries. This checklist helps you organise the day in the right order, including the details that are often left until the last minute.

Organize this event for free with Lizzt

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 the spaces and visitor route
2 people
Reserve parking spaces
Draft invitations
2 people
Send invitations
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send program to attendees
Confirm speakers and guides
2 people
Collect presentations
2 people
Plan guided tours
2 people
Set up demo rooms
3 people
Prepare name badges
2 people
Print the visitor list
Confirm deliveries
Do the shopping
2 people
Store chilled products
2 people
Chill drinks
2 people
Clean the venue thoroughly
3 people
Check entrance and signage
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Build the catering buffet
3 people
Set up coffee station
2 people
Hang up decorations
3 people
Check the lighting
2 people
Test presentations and screens
2 people
Clear the guided tour route
2 people
Prepare snacks
3 people
Label the buffet and dietary options
2 people
Briefing for reception team
3 people
Give the guide briefing
4 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Hand out name badges
2 people
Explain the program
Deliver the presentation
2 people
Guide tours
4 people
Guide demonstrations
4 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Collect trash and empty glasses
2 people
Answer visitor questions
2 people
Collect contact details
2 people
Support the evening program
2 people
See off the last visitors
3 people

Aftercare

Catering breakdown
3 people
Move materials to storage
4 people
Collect and sort waste
3 people
Wash dishes
3 people
Clean rooms
4 people
Clean the restrooms
2 people
Check the equipment
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Send thank-you message
Follow up on visitor details
2 people

What to bring

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

Furniture

Reception tableqty 2
Buffet tablesqty 6
Bistro tablesqty 12
Chairsqty 100
Stoolsqty 20
Clothes racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 150
Wine glassesqty 100
Platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving boardsqty 12
Small bowlsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 12
Serving spoonsqty 8
Ice packsqty 20

Equipment

Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
HDMI cablesqty 4
Extension cordsqty 8
Extension cordsqty 8
Wireless microphonesqty 2
Portable speakersqty 2
Power banksqty 4

Decorations

Welcome signsqty 3
Directional signsqty 12
Table runnersqty 12
Flower arrangementsqty 10
Company flagsqty 4
Name badgesqty 120
Badge holdersqty 120
Pensqty 30

Lighting

LED string lightsqty 6
LED spotlightsqty 8

Cleaning

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

Catering

Groceries

Tips

Set the visitor route before arranging furniture. Mark where guests register, wait, collect name badges, join a guided tour and find the coffee station so tables, chairs and signage support the flow.
Open registration early enough to process attendee numbers and dietary requirements before shopping. Use the final list to estimate plates, cups, glasses, cutlery and chilled products rather than ordering by guesswork.
Confirm every speaker, guide and presentation several days before the event. Collect the presentation files and test each laptop, projector, projection screen, HDMI cable and extension cord in the room where it will be used.
Keep chilled products cold until shortly before opening and chill drinks in advance. Set up the catering buffet, coffee machines, kettles and thermos flasks close to service time, with serving spoons, tongs and waste bins within reach.
Finish the venue check before guests arrive: clean all visitor areas, set up the reception desk, print the visitor list, check entrance signs and walk the route once as a first-time visitor. This catches missing badges, blocked paths and unclear directions while there is still time to fix them.

Frequently asked questions

How far in advance should I organise an open company day?: Set the date, spaces and programme at least 8 to 12 weeks ahead. Send invitations early enough to collect registrations and dietary requirements, then confirm the final visitor numbers about 7 days before the event.
When should I send invitations for an open company day?: Send the main invitation around 6 to 8 weeks before the event, with the registration form open at the same time. Send the programme and practical visitor information about 3 to 5 days beforehand, once speakers, guides and routes are confirmed.
How do I plan the visitor route for an open company day?: Create one clear route from reception through demonstrations, guided tours and catering, and allow roughly 1 metre of usable passage width wherever possible. Walk the route at least 2 days before opening to check signage, queues and access between rooms.
When should I set up catering and coffee for an open company day?: Set tables, chairs and the buffet before the final venue check, usually 2 to 3 hours before guests arrive. Chill drinks and prepare the coffee station during the last hour, while keeping chilled products refrigerated until service time.

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.