Open day checklist: what to arrange and when

A successful open day depends on more than booking a venue and inviting people. You need a clear programme, a registration process, staffed activity stations and signs that help visitors find their way. This checklist covers the practical sequence, from choosing the date and rooms to setting up the reception desk, information tables and refreshments. Use it to spot the details that are often left until the last minute, such as dietary requirements, name badges, weather checks and delivery planning.

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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
Reserve venue and rooms
Choose activities and demonstrations
3 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Send program to attendees
Plan deliveries and shopping
2 people
Prepare name badges
2 people
Create program and route signs
2 people
Print the run sheet
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Collect materials
3 people
Prepare sign-in sheet
Check the venue
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up information tables
3 people
Set up activity stations
5 people
Set up the demo area
3 people
Hang decorations
3 people
Place route and directional signs
2 people
Set up the cloakroom
2 people
Set up the coffee and tea corner
2 people
Set up the buffet and serving area
3 people
Set out tableware and cutlery
2 people
Display snacks
3 people
Test the sound and lighting
2 people
Check toilets
Hold team briefing
8 people

Event

Staff the reception desk
2 people
Welcome visitors
3 people
Check off registrations
2 people
Explain the program
2 people
Guide tours
4 people
Staff information desks
5 people
Lead the workshops
4 people
Give demonstrations
3 people
Supervise children's activities
4 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Serve diet meals separately
Manage the cloakroom
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Arrange staff breaks
Guide visitors to the exit
2 people
Make a final round through the rooms
2 people
Prepare closing remarks

Aftercare

Chill leftover food
2 people
Store Materials Safely
3 people
Dismantle furniture
4 people
Remove decorations
3 people
Collect tableware
3 people
Tidy up the kitchen
3 people
Sort and remove waste
3 people
Clean the venue
4 people
Register lost and found items
Check rental equipment
2 people
Return rental items
2 people
Store leftover groceries
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
High tablesqty 6
Changing room table
Buffet tablesqty 3
Coat racksqty 2
Waste binsqty 8
Party tentsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Small bowlsqty 20
Coffee potsqty 4
Teapotsqty 3
Milk jugsqty 4
Sugar bowlsqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Tableclothsqty 15
Flower arrangementsqty 8
Tapeqty 6
Cable tiesqty 100
Name badgesqty 120
Pensqty 20
Information holdersqty 12

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Microphonesqty 2
Laptopsqty 2
Projection screensqty 2
Projectorsqty 2
Hand trucksqty 2
Fansqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 16
Serving tongsqty 8
Thermos flasksqty 6
Ice packsqty 20
Aluminum foilqty 4
Food storage containersqty 12
Oven mittsqty 4
Tea towelsqty 12

Cleaning

Cleaning cartsqty 2
Bucketsqty 4
Mopsqty 6
Broom setsqty 3
Hand soap dispensersqty 6
Disinfectant gelqty 6
Paper towel rollsqty 12

Lighting

LED light stringsqty 6
Standing lampsqty 4

Sports equipment

Craft tablesqty 4
Craft chairsqty 24
Colored pencilsqty 12
Markersqty 12
Drawing paperqty 300
Apronsqty 24
Ballsqty 12
Hoopsqty 8
Game materialsqty 6

Catering

Groceries

Tips

Set the date, programme and activities before sending invitations. Include the start and finish time, demonstrations, room locations and any registration deadline so visitors know what to expect.
Open registration early enough to process responses and collect dietary requirements before shopping. Keep the final attendee list beside the sign-in sheet and name badges, rather than relying on memory at the door.
Assign volunteers to specific jobs and stations, including reception, information tables and activities. Give each person the programme, route plan and start time before the event day.
Print the run sheet and prepare programme and route signs before setup begins. Use information holders, tape and cable ties so signs stay visible and can be attached quickly in each room.
Plan refreshments by serving time, not just by headcount. Chill drinks in coolers, prepare snacks, and check that reusable cups, coffee cups, plates, cutlery, serving spoons and waste bins are ready before visitors arrive.

Frequently asked questions

How far in advance should I organise an open day?: Set the date and reserve the venue and rooms at least 6 to 8 weeks ahead. Send invitations once the programme and registration process are clear, then use the final 7 days for confirmations, shopping and setup checks.
How many volunteers do I need for an open day?: Plan at least one volunteer for reception and one for each activity station while it is running. Add one floating helper for deliveries, refreshments and breaks, especially when several rooms are open at the same time.
When should I collect dietary requirements for an open day?: Ask for dietary requirements on the registration form and check the responses 7 to 10 days before the event. Confirm the final quantities before shopping so suitable snacks and drinks are available at the start.
When should I prepare signs and name badges for an open day?: Create programme and route signs and prepare name badges 2 to 3 days before the open day. Print the run sheet at the same time, then check the signs during venue setup so every room and activity station is marked.

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