Open day checklist: what to arrange and when

An open day runs smoothly when visitors can find the site, know what to do next and get help without searching for it. This checklist takes you from choosing the date and confirming the venue to registrations, volunteer shifts, activities, catering and the final setup. Allow extra time for approval, printed signs and equipment checks: these are often left until the last few days. Use the task list below as your working plan and mark each item complete as decisions are confirmed.

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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
3 people
Check site availability
2 people
Request venue approval
Make reservations
Prepare the budget
2 people
Recruit volunteers
2 people
Design invitations
2 people
Send invitations
2 people
Post promotion online
2 people
Process registrations
2 people
Collect dietary requirements
Create the volunteer schedule
2 people
Develop the activity program
3 people
Determine the route and signage
2 people
Check the weather forecast
Create final participant list
2 people
Check stock
2 people
Finalize shopping list
2 people
Do the shopping
3 people
Collect materials
2 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Sort activity materials
3 people
Prepare name badges
2 people
Print the run sheet and phone numbers
Prepare weather backup
3 people
Inspect the site
3 people
Set up tents
5 people
Set up tables
4 people
Set up chairs
3 people
Set up the information desk
2 people
Set up reception check-in
2 people
Hang decorations
3 people
Set up signage
2 people
Set up activity stations
6 people
Test audio and microphone
2 people
Prepare coffee and tea
3 people
Prepare snacks
4 people
Set up the buffet and serving area
3 people
Conduct a safety check
3 people
Brief volunteers
3 people

Event

Welcome visitors
4 people
Register visitors
3 people
Guide tours
4 people
Support scouting activities
10 people
Provide information to parents
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill buffet
2 people
Empty trash bins
2 people
Check toilets
2 people
Rotate activities
4 people
Support the evening program
6 people
See off the last visitors
3 people

Aftercare

Clear away food and drinks
4 people
Collect activity materials
5 people
Take down tents and decorations
5 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the grounds
5 people
Dispose of waste
2 people
Put supplies back
3 people
Return materials
2 people
Clean the kitchen and toilets
3 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Bar stoolsqty 8
Counter table
Tableclothsqty 12

Tableware

Coffee cupsqty 80
Glassesqty 120
Mugsqty 40
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 6

Decorations

Buntingqty 12
Balloonsqty 100
Balloon pumpqty 2
Table décorqty 12
Name badgesqty 150
Conesqty 20
Information boardsqty 8
Wayfinding signsqty 12
Chalkboardsqty 4

Equipment

Portable sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Thermos flasksqty 6
Laptopsqty 2
Printer

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 3
Serving tongsqty 8
Measuring cupsqty 3
Frying pansqty 2
Kettlesqty 3
Corkscrewsqty 2
Aluminum foilqty 3
Food storage containersqty 12

Sports equipment

Ropesqty 12
Small conesqty 30
Hoopsqty 10
Ballsqty 12
Water cups gameqty 30
Wooden polesqty 12
Climbing ropesqty 4
Compass setsqty 12
Flashlightsqty 12
Face paint setsqty 4
Craft tablesqty 4
Craft binsqty 8

Lighting

LED lampsqty 10
String lightsqty 6
AA batteriesqty 24
AAA batteriesqty 24

Cleaning

Waste binsqty 10
Broomqty 4
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8
Trash bagsqty 100
Hand soap dispensersqty 4
Paper towelsqty 8

Safety

First aid kitsqty 2
Large Flashlightsqty 4
Barrier tapeqty 4
Fire extinguishersqty 2
Reflective vestsqty 12

Catering

Groceries

Tips

Confirm the venue and its approval before publishing invitations. Keep at least one alternative date or site in mind in case availability changes.
Set a registration deadline several days before the open day, then use the final participant list to check dietary requirements, name badges, seating and catering quantities.
Create the volunteer schedule around the programme, not just the opening hours. Include arrival and closing shifts so someone is available for setup, wayfinding, refreshments and packing away.
Walk the visitor route before the event and place information boards, cones and wayfinding signs wherever a first-time visitor could hesitate. Check the route again after tables, tents and activity materials are in position.
Print the run sheet and phone numbers before setup day, and test the microphone, portable sound system, extension cords and power strips before visitors arrive. Chill drinks and check catering stock early enough to replace missing items.

Frequently asked questions

How far in advance should I organise an open day?: Start planning at least 6 to 8 weeks before the open day. Confirm the date, site availability and approval first, then allow time for invitations, registrations, volunteer shifts and ordering supplies.
When should I send open day invitations?: Send the first invitations about 4 weeks before the event and set a clear registration deadline 5 to 7 days before it. Use the final list to confirm dietary requirements and prepare name badges.
How many volunteers do I need for an open day?: Use the programme and site layout to assign at least one named volunteer to each active area, plus one person for registration or general help. Add a separate setup and closing shift so the event team is not expected to do everything while visitors are present.
What should I check the day before an open day?: Check the weather forecast, participant list, stock, shopping and collected materials the day before. Also print the run sheet and phone numbers, prepare signage and name badges, and make sure drinks can be chilled in time.

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.