Open Day Checklist: What to Arrange and When

A successful open day depends on a clear visitor journey, not just a prepared room. Start with invitations and registration, then collect dietary requirements and publish practical visitor information. In the final week, confirm the schedule, signs, name badges, activity materials and equipment. On the day, allow time for room setup, the reception desk, coffee station, refreshments and a final safety check before visitors arrive.

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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

Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve a room
Set the schedule and times
2 people
Create visitor information
Make route and hall signs
Prepare name badges
Check activity materials
2 people
Test the equipment
2 people
Do the shopping
2 people
Prepare snacks
3 people
Chill drinks
Clean the venue beforehand
2 people
Print participant list
Bring materials to the venue
3 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception table
2 people
Set up coffee station
2 people
Set out snacks
2 people
Hang decorations
2 people
Set up activity tables
3 people
Set up the sound system
2 people
Carry out the final safety check
2 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Explain the program
Guide tours
3 people
Supervise activities
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Collect used dishes
2 people
Support the evening program
3 people
Wave goodbye to visitors
2 people

Aftercare

Collect waste
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Remove decorations
2 people
Disconnect equipment
2 people
Collect lost and found items
Package leftover food
2 people
Return materials
2 people
Return borrowed items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Coat racksqty 2
Waste binsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Drink pitchersqty 4
Coolersqty 4
Serving tongsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Welcome bannersqty 2
Tableclothsqty 8
Balloonsqty 50
Name badgesqty 100
Tapeqty 4

Equipment

Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Activities

Board gamesqty 8
Puzzle booksqty 12
Playing cardsqty 8
Colored pencilsqty 10
Drawing paperqty 200
Pensqty 40
Quiz cardsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Close registrations at least 3 days before the open day so you can print the participant list, prepare name badges and check dietary requirements without rushing.
Set the schedule in fixed time blocks, including arrival, activities and breaks. Share visitor information early enough for people to plan their route and arrival time.
Test speakers, wireless microphones and every extension cord at least 1 day beforehand. Keep power strips and cables positioned so they cannot create trip hazards.
Plan the room from the visitor’s first five minutes: place the reception table near the entrance, then use clear route and hall signs to direct people to activities, toilets and refreshments.
Prepare coffee, chilled drinks and snacks before doors open, but do not leave serving trays, knives or tongs unattended during setup. Put waste bins where visitors can see and reach them.

Frequently asked questions

How far in advance should I send open day invitations?: Send invitations 3 to 4 weeks before the open day. Set a registration deadline about 3 days before the event so you have time to confirm numbers and prepare the participant list.
When should I collect dietary requirements for an open day?: Ask for dietary requirements during registration, then review the answers 3 to 5 days before the event. Use the final numbers when buying and preparing snacks.
How long does open day setup take?: Allow at least 2 hours for a room with tables, chairs, reception, coffee service, activities and signs. Add 30 minutes for equipment testing and the final safety check.
How many drinks should I provide for an open day?: For the first hour, plan on 2 to 3 drinks per visitor, then adjust for the expected duration and weather. Chill drinks in advance and keep extra water available throughout the event.

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.