Open day checklist: what to arrange and when

An open day runs smoothly when visitors know where to go, volunteers know their roles and activities are ready before the doors open. Start with the date, programme and rooms, then plan invitations, registrations and staffing. In the final week, confirm numbers, dietary requirements, catering quantities, materials and permits. On the day, allow time for signs, information boards, name badges, refreshments and a safety check before welcoming anyone.

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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
Check venue and rooms
2 people
Decide on activities for visitors
3 people
Draft invitations
Send invitations
2 people
Distribute flyers
3 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Make reservations
Calculate catering quantities
2 people
Check the purchase list
2 people
Check activity materials
2 people
Create floor plan
Prepare information boards
2 people
Prepare name badges
2 people
Make route signs
2 people
Check permits
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Bring materials to the venue
4 people
Open venue
2 people
Check the venue for safety
3 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the information desk
2 people
Set up the registration table
2 people
Place route signs
2 people
Hang decorations
3 people
Set up activity stations
5 people
Prepare game materials
3 people
Set up the catering table
3 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Place waste stations
2 people
Check toilets
2 people
Test sound system
2 people
Brief volunteers
3 people

Event

Open doors and reception
4 people
Register visitors
3 people
Explain the program
2 people
Provide information
2 people
Guide tours
3 people
Lead the creative activity
3 people
Supervise game activities
3 people
Give demonstrations
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Check stock
Turn on lighting
2 people
Support the evening program
3 people
Inform last visitors
2 people
Wrap up activities
3 people
See visitors out
3 people

Aftercare

Turn off the sound system
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Clear away activity materials
4 people
Wash dishes
3 people
Collect waste
3 people
Clean up catering
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Take down party tents
4 people
Return materials
3 people
Store remaining supplies
2 people
Register lost and found items
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 4
Tableclothsqty 12
High tablesqty 4
Clothing rack
Coat racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 120
Pastry forksqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Small bowlsqty 20
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 8
Measuring cupsqty 2
Food containersqty 12
Aluminum foilqty 4
Cling filmqty 4

Equipment

Portable sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 4
Laptop
Printer
Laminator

Decorations

Balloonsqty 200
Balloon pumpqty 2
Buntingqty 8
Table décorqty 12
Name badgesqty 150
Pensqty 40
Tapeqty 8
Cable tiesqty 200
Chalkboardsqty 8
Chalk markersqty 12

Sports equipment

Conesqty 30
Skipping ropesqty 8
Ballsqty 12
Hoopsqty 8
Gamesqty 10
Craft tableclothsqty 6
Colored pencilsqty 20
Coloring pagesqty 150
Apronsqty 12

Lighting

LED light garlandsqty 6
LED lanternsqty 10

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Broomqty 3
Eye-catchersqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6
Hand sanitizerqty 8

Catering

Groceries

Tips

Set the date and programme first, then check every room against the activities you want to offer. Leave at least 2–3 weeks for invitations, registrations and volunteer scheduling.
Close registrations 3–5 days before the open day so you can calculate food, drinks, seating and name badges from real numbers. Ask for dietary requirements at the same time.
Create the floor plan before bringing furniture to the venue. Mark activity areas, information boards, coat storage, refreshment points and a clear route between rooms.
Check sound and presentation equipment at least 1 day in advance. Test the portable sound system and microphone in the actual space, especially if announcements are part of the programme.
On the morning, reserve at least 90 minutes for setup and checks. Chill drinks, arrange shelf-stable catering, put out route signs and verify venue safety before opening the doors.

Frequently asked questions

How far in advance should I plan an open day?: Start 4–6 weeks before the event. Set the date and programme first, then allow time for invitations, registrations, volunteer assignments, catering calculations, permits and room planning.
When should I send open day invitations?: Send the main invitations about 3–4 weeks beforehand, followed by a reminder 5–7 days before the event. This gives visitors time to register and gives you usable numbers for catering and name badges.
How much food and drink do I need for an open day?: Base quantities on confirmed registrations and add a 10–15% buffer for walk-ins. Plan roughly 2–3 drinks per visitor for the first hour, then adjust for the expected length and programme.
How early should I arrive to set up an open day?: Arrive at least 90 minutes before visitors are expected. You need time to bring in materials, arrange tables and chairs, set up catering, test the microphone, place signs and complete the safety check.

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.