Open Day Checklist and Planning Guide

A successful open day depends on a clear visitor route, a prepared welcome desk and enough people to keep activities moving. Start with the programme and registration process, then confirm deliveries, materials and volunteer roles before setting up the venue. On the day, allow time for signs, catering, activity stations, sound checks and weather-related changes. This checklist keeps the practical work in order so small details do not become last-minute problems.

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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 program and route
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm deliveries and materials
Create floor plans and signage
2 people
Print volunteer instructions
Prepare visitor badges
2 people
Check the weather forecast
Do the shopping
3 people
Collect materials
2 people
Clean the venue beforehand
3 people
Chill drinks
2 people
Prepare snacks and sandwiches
4 people
Set up the coffee and tea area
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Set up activity stations
4 people
Hang up signage
2 people
Hang decorations
3 people
Test lighting and speaker
2 people
Prepare first aid kit
Receive and brief volunteers
2 people

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Guide tours
3 people
Supervise activities
4 people
Serve coffee and tea
2 people
Serve snacks and sandwiches
3 people
Refill drinks
2 people
Clear buffet and tables
2 people
Empty trash bins
2 people
Check evening lighting
Wave goodbye to visitors
2 people

Aftercare

Clean up catering
3 people
Dismantle furniture
4 people
Take down tents and decorations
4 people
Wash dishes
3 people
Switch off equipment
2 people
Thoroughly clean the venue
4 people
Dispose of waste separately
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Collect lost and found items
Archive registration details

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 80
High tablesqty 6
Registration desk

Tableware

Reusable platesqty 120
Reusable cupsqty 180
Coffee cupsqty 100
Cutlery setsqty 120
Serving traysqty 12
Thermos flasksqty 6

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 12
Wayfinding signsqty 12
Visitor badgesqty 150

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4
Coffee machinesqty 2

Lighting

LED string lightsqty 6
LED lampsqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving tongsqty 8
Pouring bottlesqty 8
Storage binsqty 12
Waste sorting binsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
First aid kit

Catering

Groceries

Tips

Set the visitor route before printing signs or badges. Mark the entrance, registration desk, toilets, activity stations and exit, then check that the route still works when tables, chairs and tents are in place.
Close registration and dietary information at least 3 days before the open day. Use the final numbers to prepare badges, seating, snacks, sandwiches and suitable food options rather than guessing on the morning.
Brief volunteers before visitors arrive, not when the first people are already waiting. Give each person a written role, meeting point and start time, and keep one spare person available for breaks or unexpected queues.
Finish the main setup at least 60 minutes before opening. This leaves time to test the microphone, portable speakers, lighting and extension cords, check the coffee area and walk through the route as a visitor.
Check the weather forecast 24 hours beforehand and again on the morning. Decide where party tents, tables and activity stations will go, and keep materials, signs and electrical equipment protected from rain or strong wind.

Frequently asked questions

How far in advance should I start planning an open day?: Start at least 4 to 6 weeks before the event. Publish the programme and route early, then use the final 7 days to confirm registrations, dietary requirements, deliveries, materials and volunteer availability.
How early should volunteers arrive for an open day?: Ask volunteers to arrive 60 to 90 minutes before visitors. That gives you time to hand out instructions, prepare the registration desk, check activity stations and cover any missing roles.
How much food and drink do I need for an open day?: Base quantities on confirmed registrations and add around 10% for walk-ins and spillage. For the first hour, plan roughly 2 to 3 drinks per visitor, then keep extra coffee, tea, water and sandwiches available throughout the day.
When should I set up signs and visitor badges?: Prepare badges and print the signage at least 1 day before the open day. Put up wayfinding signs during setup, then walk the full route before opening to check that every decision point is clearly marked.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.