Open Day Checklist and Planning Guide

A successful open day depends on a clear sequence: publish the date, manage registrations, brief your team and prepare the venue before visitors arrive. This checklist covers guided tours, dietary requirements, reception, information stands, refreshments, signage and safety checks. Start with the programme and visitor numbers, then work towards deliveries, shopping and setup. On the day itself, allow enough time to test equipment, mark routes and brief everyone before opening the doors.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Register for guided tours
2 people
Create program and signage
2 people
Plan deliveries and shopping
Assign volunteers
Brief guides
3 people
Check stock
2 people
Do the shopping
2 people
Print program
Chill drinks
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up info stands
4 people
Hang up decorations
3 people
Connect the technical equipment
2 people
Mark guided tour routes
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Conduct a safety check
2 people
Brief the reception team
5 people

Event

Open the doors
3 people
Register visitors
3 people
Inform visitors
3 people
Guide tours
4 people
Guide demonstrations
4 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Check the waste and tables
2 people
Guide visitors to the exit
2 people
Close Visitor Registration
2 people

Aftercare

Switch off equipment
2 people
Dismantle furniture
4 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Store leftover stock
2 people
Return borrowed materials
2 people
Handle the deposit and keys

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Party tentsqty 2
Reception desk
Stoolsqty 12
Bollardsqty 8

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Notice boardsqty 6

Decorations

Buntingqty 8
Balloon bundlesqty 10
Tableclothsqty 12
Welcome sign
Directional signsqty 12

Lighting

LED light stringsqty 6
LED lampsqty 8

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8

Cleaning

Mopsqty 4
Bucketsqty 4
Waste binsqty 8

Catering

Name stickersqty 150
Pensqty 20
Clipboardsqty 6
Information leafletsqty 250
Program cardsqty 180
Wristbandsqty 180
Groceries

Tips

Publish the date, programme and registration details early, then keep one current guest list. Close or review registrations before assigning volunteers so reception staff know expected visitor numbers.
Ask for dietary requirements during registration and pass the final count to the person preparing coffee, tea and snacks. Check this list at least 3 days before the open day, not during setup.
Brief guides and reception volunteers separately. Give guides the tour routes and timings, while reception staff need the programme, registration process, directional signage and answers to common visitor questions.
Set up the reception desk, information stands and directional signs before adding decorations. Test wireless microphones, speakers, coffee machines and extension cords while there is still time to replace or reposition equipment.
Plan a dedicated setup window of at least 2 hours before opening. Use the final 30 minutes for the safety check, chilled drinks, route markers, welcome sign and a short team briefing rather than last-minute shopping.

Frequently asked questions

How early should I start planning an open day?: Start at least 4 weeks ahead if visitors need to register or book guided tours. Publish the date and programme first, then allow the final week for volunteer assignments, dietary requirements, shopping and printing.
How many volunteers do I need for an open day?: Use at least 1 person at reception, 1 person for every active guided tour and 1 floating helper for information stands, refreshments or problems. Add cover for breaks if the programme runs longer than 3 hours.
How long before an open day should the venue be set up?: Allow 2 to 3 hours for tables, chairs, reception, information stands, signs, decorations and technical equipment. Keep the last 30 minutes free for a safety check, team briefing and final visitor-facing details.
When should I buy drinks and prepare refreshments for an open day?: Check stock and shop 1 to 3 days before the event, then chill drinks on the day when setup begins. Prepare coffee, tea and snacks close to opening time so they remain fresh and the serving area is ready when 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.