Open Day Checklist and Planning Guide

An open day needs more than invitations and a room. You need a clear programme, a reliable registration process, enough volunteers and activities that are ready before guests arrive. This checklist covers the planning sequence, from booking the venue and promoting the date to testing equipment, preparing refreshments and setting up tables, tents and signs. Start early with anything involving suppliers, deliveries or printed materials, then leave the final day for checks and setup.

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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
Reserve venue
Sign up for open day
Draft invitations
2 people
Send invitations
2 people
Hang up promotion
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Confirm activities
2 people
Reserve deliveries
Create floor plan
2 people
Create signage
2 people
Print the program
Make name badges
2 people
Arrange cash
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Collect materials
3 people
Set up activities
3 people
Test the equipment
2 people
Check the venue
2 people
Set up tent and awning
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Set up the catering table
3 people
Set up coffee station
2 people
Place waste stations
2 people
Hang decorations
3 people
Set up signage
2 people
Set up information booths
4 people
Prepare game materials
3 people
Set out presentation materials
2 people
Set up sound system
2 people
Test microphone
2 people
Pre-opening walkthrough
2 people
Brief volunteers
3 people

Event

Welcome visitors
3 people
Register sign-ups
2 people
Distribute program
2 people
Guide visitors around
4 people
Staff the information booth
4 people
Guide demonstrations
3 people
Supervise children's activities
4 people
Serve coffee and tea
3 people
Serve snacks
3 people
Hand out drinks
3 people
Refill drinks
2 people
Replenish catering supplies
2 people
Clear tables during the event
2 people
Empty trash bins
2 people
Check toilets
Announce program items
Provide music
Guide visitors to the exit
2 people

Aftercare

Switch off equipment
2 people
Clean up catering
4 people
Collect tableware
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Pack activity materials
3 people
Clean the venue
4 people
Clean the kitchen
2 people
Collect lost and found items
Return materials
2 people
Return rental items
2 people
Clear away leftover stock
2 people
Do final venue inspection
2 people
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
Tableclothsqty 14
Clothes racksqty 2

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Pouring jugsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Laptopsqty 2
Projector
Projection screen

Decorations

Buntingqty 8
Balloonsqty 150
Balloon ribbonqty 2
Flower arrangementsqty 6
Chalkboardsqty 8
Chalk markersqty 12
Name badgesqty 100
Table numbersqty 14

Lighting

LED light stringsqty 6
LED lampsqty 10
Lanternsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Mixing bowlsqty 6
Thermos flasksqty 6
Bottle openersqty 4
Ice packsqty 20

Registration

Registration formsqty 120
Ballpoint pensqty 30
Clipboard foldersqty 6
Wristbandsqty 120
Cash float

Sports equipment

Gamesqty 8
Conesqty 20
Hoopsqty 6
Beanbagsqty 12

Cleaning

Waste binsqty 8
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8
Litter pickersqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, programme and venue before promoting the open day. Allow at least 4–6 weeks for invitations, promotion, registrations and volunteer planning.
Close registration and collect dietary requirements several days before the event. This gives you time to prepare name badges, plan refreshments and adjust the activity layout.
Create the floor plan before setting up tables, chairs, high tables or clothes racks. Mark entrances, activity areas, refreshments, registration and clear walking routes so volunteers know where to direct guests.
Test the sound system, wireless microphones, laptops and projector at the venue at least one day in advance. Check extension cords, power strips and screen placement rather than discovering compatibility problems during setup.
Chill drinks and prepare snacks on the final day, but check coffee machines, kettles, reusable cups, plates and serving trays earlier. Keep spare supplies available for the busiest arrival period, when service is hardest to manage.

Frequently asked questions

How far in advance should I start planning an open day?: Start at least 4–6 weeks before the date. Book the venue first, then allow time for invitations, promotion, registrations, volunteer assignments and deliveries.
When should I send open day invitations?: Send invitations around 3–4 weeks before the open day, with a clear registration deadline. Follow up about 7 days before the event so you can confirm numbers and dietary requirements.
How many volunteers do I need for an open day?: Plan at least 1 volunteer for registration, 1 for refreshments and 1 person for every active activity area. Add a floating volunteer for larger groups or a programme with several simultaneous activities.
When should I set up the venue for an open day?: Complete the main setup 2–4 hours before guests arrive, depending on the number of tables, tents and activities. Test equipment and check the venue before setup day, then use the final hour for signs, name badges, drinks and last-minute adjustments.

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.