Open Day Care Facility Checklist

An open day at a care facility needs more than invitations and a welcome desk. Visitors need clear routes, guided tours, accessible information and staff who know exactly where to direct questions. Start by fixing the date, programme and visitor flow, then work through registration, dietary and accessibility requirements. In the final week, confirm catering, print visitor materials, brief hosts and test every screen, microphone and extension lead before doors open.

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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 spaces and guided tour
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Assess accessibility needs
Send parking information
Publish the program online
Assign tour guides
2 people
Assign hostesses and hosts
2 people
Set up the information stands
2 people
Brief volunteers
2 people
Prepare guided tours
3 people
Check information boards
2 people
Print flyers and forms
2 people
Prepare name stickers
Make route signs
2 people
Print the registration list
Check catering order
Do the shopping
2 people
Mark dietary meals separately
2 people
Chill drinks
2 people
Prepare the coffee and tea station
2 people
Check refrigerators
Open venue
2 people
Check keys and access
2 people
Clear emergency routes
3 people
Clear and empty the rooms
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up info stands
4 people
Lay out brochures and materials
3 people
Hang up route signs
2 people
Hang decorations
3 people
Set up the buffet
3 people
Portion snacks
3 people
Set out coffee and tea
2 people
Test equipment and presentations
2 people
Check toilets
2 people
Give volunteer briefing
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Hand out name stickers
Direct visitors to the program
2 people
Staff info booths
6 people
Guide tours
4 people
Facilitate presentations
2 people
Supervise activities
3 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Clear buffet and tables
2 people
Support the evening program
3 people
Wave goodbye to visitors
2 people
Escort the last visitors
2 people

Aftercare

Store leftovers in the fridge
2 people
Collect tableware and materials
4 people
Sort and remove waste
3 people
Wash dishes
3 people
Clear up the rooms
4 people
Put tables and chairs back
4 people
Clean the venue
3 people
Remove decorations and route signs
2 people
Return materials
2 people
Empty and clean coolers
2 people
Check leftover food
2 people
Collect lost and found items
Archive printed materials

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 110
Bar stoolsqty 8
Reception desk
Tableclothsqty 12
Waste binsqty 8

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 8
Serving spoonsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Laptopsqty 3
Screensqty 3
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 2
Walkie-talkiesqty 6
Laminator
Extension cordsqty 2

Decorations

Balloonsqty 100
Balloon standsqty 4
Buntingqty 6
Table floral arrangementsqty 12
Information bannersqty 6
Name badgesqty 20
Photo framesqty 10
Adhesive stripsqty 4

Catering

Thermos flasksqty 8
Drink dispensersqty 4
Cooler cratesqty 6
Serving traysqty 8
Coffee filtersqty 200
Sugar sticksqty 200
Stirrersqty 200
Groceries

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Measuring cupsqty 3
Kitchen glovesqty 4
Food storage containersqty 12
Aluminum foilqty 2
Cling filmqty 2
Diet stickersqty 100

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Microfiber clothsqty 20
Hand broomsqty 3
Dustpan and brushqty 3
Hand spray bottlesqty 6
Rubber glovesqty 12

Lighting

LED light stringsqty 6
LED lampsqty 10
Night lightsqty 4

Paperwork

Leafletsqty 300
Program flyersqty 150
Registration formsqty 150
Evaluation formsqty 150
Pensqty 40
Clipboardsqty 12
Name stickersqty 150
A4 paperqty 2
Flipchart padsqty 4
Markersqty 24
Tapeqty 8
Scissor setsqty 4
Directional signsqty 30
Presentation foldersqty 20

Safety

First aid kitsqty 2
Flashlightsqty 4
Warning signsqty 6
Cable matsqty 8
Sanitizer stationsqty 4

Activities

Puzzlesqty 6
Coloring pagesqty 150
Colored pencil setsqty 12
Memory gamesqty 4
Soft ballsqty 6
Activity materialsqty 4

Tips

Set the programme before sending invitations, including tour times, spaces visitors can enter and how long each tour lasts. Assign a guide to every tour slot and keep one spare host available for late arrivals or questions.
Close registrations at least 3–5 days before the open day so you can print the registration list, prepare name stickers and pass dietary and accessibility information to the right people.
Treat accessibility as a planning task, not a last-minute request. Record each visitor’s needs during registration and check routes, seating, signs and tour arrangements before publishing the programme.
Prepare the welcome and information areas at least 2 hours before opening. Set up the reception desk, tables, screens, information boards, route signs, flyers and registration materials in the order visitors will use them.
Complete a technical check before volunteers arrive: test projectors, screens, laptops, wireless microphones, coffee machines and kettles, and place extension cords and power strips where they cannot obstruct visitor routes.

Frequently asked questions

How far in advance should we organise an open day at a care facility?: Set the date and programme at least 6–8 weeks before the event. Open registration early enough to collect dietary and accessibility requirements, then confirm numbers 3–5 days before the day.
How many staff do we need for a care facility open day?: Assign at least one host at reception, one guide per simultaneous tour and enough volunteers to staff information stands and direct visitors. Add one spare host for every 20–30 expected visitors.
When should catering be confirmed for an open day?: Check the catering order 3–5 days before the event, after registrations and dietary requirements have been processed. Mark dietary meals separately and chill drinks on the day before or on the morning of the event.
What should we prepare on the morning of the open day?: Allow at least 2 hours for room setup, signs, registration materials, catering and technical checks. Prepare the coffee and tea station, print the final registration list and brief hosts and volunteers 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.