Open day checklist: what to arrange and when

An open day involves more than welcoming visitors on the day itself. You need a clear programme, room layout, visitor registration, tour guides, activities and a reliable volunteer rota. This checklist also covers practical details that are often left too late, such as permits, dietary requirements, printed materials, chilled drinks and power for sound equipment. Work through the plan in sequence so you can confirm numbers early and finish setup before the first visitor arrives.

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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
Divide the rooms and grounds
2 people
Make reservations
Check permits and notifications
Draft invitations
2 people
Send invitations
2 people
Publish open day online
Process registrations
2 people
Collect dietary requirements
Create the volunteer schedule
2 people
Assign tour guides
Prepare activities
3 people
Create floor plans and signage
2 people
Have printed materials made
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
2 people
Chill drinks
2 people
Prepare snacks
4 people
Print the run sheet and contact list
Check the weather forecast
Inspect the grounds
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up catering table
3 people
Connect sound equipment
2 people
Connect lighting
2 people
Hang up decorations
3 people
Set up signage
2 people
Set up information stands
4 people
Set up activity stations
4 people
Prepare coffee and tea
2 people
Display snacks
3 people
Conduct a safety check
2 people
Brief volunteers
3 people

Event

Open the doors
2 people
Welcome visitors
3 people
Register sign-ups
2 people
Explain the program
2 people
Guide tours
4 people
Staff info booths
6 people
Supervise activities
6 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Check toilets
Keep tables clean
2 people
Take photos
Provide music
Guide visitors to the exit
2 people
See off the last visitors
2 people

Aftercare

Clear away food and drinks
3 people
Collect tableware
3 people
Sort waste
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Clean the venue
4 people
Take down tents
4 people
Return materials
2 people
Store leftover stock
2 people
Keep lost and found items
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 6
Table skirtsqty 12
Coat racksqty 2
Stoolsqty 12

Tableware

Reusable platesqty 120
Reusable bowlsqty 60
Reusable cupsqty 180
Coffee cupsqty 80
Tea glassesqty 40
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8
Milk jugsqty 6
Sugar bowlsqty 6

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 8
Reception desk
Cash register
Payment terminal
Laptopsqty 2
Tabletsqty 3

Decorations

Buntingqty 8
Balloon archesqty 2
Flower arrangementsqty 8
Table décorqty 12
Chalkboardsqty 8
Name card holdersqty 40
Photo backdrop
Info bannersqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Storage binsqty 12
Aluminum foilqty 4
Ice packsqty 24

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 12

Lighting

String lightsqty 6
Outdoor lightsqty 4

Catering

Groceries

Tips

Set the date and programme before sending invitations. Allow at least four weeks for registrations, volunteer planning and tour assignments, especially if visitors need to choose a time slot.
Process registrations as they arrive and record dietary requirements in one place. Use the final registration count to adjust snacks, seating, printed materials and the number of tour groups.
Prepare the room layout, floor plans and signs before setup day. Mark the reception desk, activity areas, toilets, refreshment point and tour routes so volunteers can direct visitors without guessing.
Check technical needs at least one day before the open day. Test microphones, speakers, the mixer, coffee machines and kettles, and confirm that extension cords, power strips and rechargeable lamps cover the planned setup.
On the final day, check the weather forecast and inspect the grounds before putting up tents and arranging tables and chairs. Print the run sheet and contact list, chill drinks and set up the reception desk before volunteers arrive.

Frequently asked questions

How far in advance should I plan an open day?: Start planning at least four to six weeks ahead. That gives you time to set the programme, check permits, publish invitations, process registrations and create the volunteer schedule.
What should I organise first for an open day?: Set the date and programme first, then divide the rooms and grounds and make any required reservations. Check permits and notifications before publishing the event online.
How many volunteers do I need for an open day?: Base the rota on the programme rather than visitor numbers alone: assign at least one person to reception, one guide per active tour group and separate cover for activities and refreshments. Finalise the schedule about one week before the event.
When should I prepare the open day venue?: Complete the layout, signage, printed materials and equipment check at least one day before opening. On the day itself, allow two to three hours for tents, tables, chairs, refreshments and the reception desk.

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