Open Day Checklist: What to Arrange and When

An open day needs more than a programme and a welcome desk. You need a clear registration process, enough people to run tours and activities, and a practical setup for food, drinks and information. This checklist helps you work through the planning in order, from publishing the date to testing the microphone before visitors arrive. It also covers details that are easy to leave until the last minute, such as dietary requirements, weather planning, power connections and activity materials.

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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

Publish the date and program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Develop the activity program
3 people
Check the weather forecast
Do the shopping
3 people
Collect materials
4 people
Check activity materials
3 people
Chill drinks
2 people
Prepare snacks
4 people
Inspect the site
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up the information desk
2 people
Set up the catering table
3 people
Hang decorations
3 people
Set up activity stations
6 people
Test speakers and microphone
2 people

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Give tours
3 people
Provide scouting information
2 people
Guide the button activity
2 people
Supervise outdoor games
4 people
Lead the campfire activity
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check waste and toilets
2 people
Wave goodbye to visitors
3 people

Aftercare

Store Materials Safely
4 people
Clear tables and chairs
4 people
Collect and sort waste
3 people
Wash dishes
3 people
Clean the grounds
4 people
Clean the kitchen
2 people
Remove decorations
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Beer tablesqty 4
Information desk
Waste binsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 40
Coffee cupsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 4
Serving plattersqty 10
Scissorsqty 4

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable walkie-talkiesqty 4
Laptop
Printer

Decorations

Buntingqty 8
Balloonsqty 100
Directional signsqty 10
Information bannersqty 4

Lighting

String lightsqty 4
LED lampsqty 6

Sports equipment

Footballsqty 4
Conesqty 20
Ropesqty 10
Wooden polesqty 12
Craft tablesqty 2
Craft supplies

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Washing-up tubsqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Publish the date and programme before sending invitations, then allow enough time to process registrations and collect dietary requirements. Keep the final attendee information available at the registration desk on the day.
Assign volunteers to specific jobs rather than asking everyone to help generally. You need named people for registration, tours, scouting information, the button activity, catering and troubleshooting.
Check the weather forecast a few days before the open day and again on the morning itself. If rain is possible, confirm the party tents, tables and chairs are ready before visitors begin arriving.
Test the speakers, microphone, laptop, printer and extension cords during setup, not when the first tour is about to start. Keep rechargeable walkie-talkies charged so the registration desk and activity stations can contact each other.
Prepare drinks and snacks early enough to chill drinks and set out coffee equipment without blocking the information desk. Count reusable cups, plates, cutlery and waste bins before opening, because replacing them during the event is disruptive.

Frequently asked questions

How far in advance should I plan an open day?: Start publishing the date and programme at least 4 to 6 weeks before the event. Use the remaining time to process registrations, assign volunteers, develop activities and confirm materials.
How many volunteers do I need for an open day?: Assign at least one named volunteer to each active role: registration, tours, information, catering and every activity station. Add a separate coordinator and cover for breaks if the open day lasts more than 3 hours.
When should I check the weather for an open day?: Check the forecast 3 to 5 days beforehand so you can confirm party tents and outdoor arrangements. Check again on the morning of the event before setting up signs, activity stations and catering.
When should I set up an open day venue?: Begin physical setup at least 2 to 3 hours before visitors arrive. Set up tables, chairs, information and catering areas first, then activity stations, decorations and the sound system, leaving time for a final walk-through.

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.