Open day checklist: what to arrange and when

An open day runs smoothly when visitors can register, find their way around and move between presentations without delays. Start with the date, programme and spaces, then manage registrations, catering, equipment and volunteers. In the final week, check every room, presentation and activity rather than relying on last-minute fixes. This checklist also covers details that are easy to overlook, such as dietary requirements, name badges, signage, power connections and refrigerated stock.

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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
Divide spaces and rooms
2 people
Sign up for open day
Send invitations
2 people
Update the website and social media
2 people
Check registration form
Process registrations
2 people
Collect dietary requirements
Book tours
Order catering
Order beverage stock
Reserve equipment
Assign volunteers
2 people
Create floor plan
Print the program
Prepare name badges
2 people
Create signage
2 people
Collect presentations
2 people
Test activities
3 people
Check room presentations
3 people
Check stock
2 people
Do the shopping
2 people
Prepare materials
3 people
Check refrigerators
Clean rooms beforehand
3 people
Set up tables
4 people
Set up chairs
4 people
Set up the reception desk
2 people
Set up information stands
4 people
Hang decorations
3 people
Set up signage
2 people
Connect the technical equipment
2 people
Set up presentations
3 people
Set up coffee station
2 people
Prepare snacks
3 people
Chill drinks
2 people
Check toilets
Briefing for reception team
5 people
Give the guide briefing
8 people

Event

Welcome visitors
4 people
Register sign-ups
3 people
Distribute program
2 people
Guide tours
8 people
Assist trial lessons
6 people
Conduct information talks
6 people
Supervise activities
6 people
Lead presentations
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Register lost property
Guide visitors to the exit
2 people

Aftercare

Clean up catering
3 people
Dismantle materials
5 people
Remove decorations
3 people
Switch off the equipment
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the rooms
5 people
Clean the restrooms
2 people
Put furniture back
4 people
Walk the grounds
3 people
Return borrowed materials
2 people
Store leftover stock
2 people
Archive registration details
Handle lost and found

What to bring

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

Furniture

Tablesqty 24
Chairsqty 180
High tablesqty 8
Reception desk
Changing room racksqty 4
Tableclothsqty 24
Bollardsqty 12

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 12
Coffee spoonsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Cool bagsqty 4

Equipment

Laptopsqty 6
Projectorsqty 4
Projection screensqty 4
Speakersqty 4
Microphonesqty 3
Extension cordsqty 12
Power stripsqty 12
HDMI cablesqty 8
USB sticksqty 8
Charging stationsqty 4
Password-free routersqty 2

Decorations

Balloonsqty 200
Buntingqty 12
Chalkboardsqty 12
Flower arrangementsqty 8
Photo backdrop
Directional signsqty 20
Post holdersqty 20
Name badge holdersqty 12

Lighting

LED string lightsqty 6
Standing lampsqty 6
Emergency lightsqty 4

Catering

Groceries

Cleaning

Waste binsqty 18
Outdoor trash binsqty 8
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Vacuum cleanersqty 3
Cleaning cartsqty 2
Toilet brushesqty 8
Rubber glovesqty 12
Laundry basketsqty 4

Paperwork

Program leafletsqty 300
Floor plansqty 250
Registration formsqty 300
Name badgesqty 250
A4 paperqty 2000
Pensqty 60
Markersqty 48
Clipboardsqty 20
Tapeqty 12
Notepadsqty 30

Activities

Experiment materialsqty 8
Craft kitsqty 12
Colored pencilsqty 24
Coloring booksqty 24
Building setsqty 8
Game materialsqty 10
Sports ballsqty 12
Conesqty 24
Stopwatchesqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6
Safety vestsqty 12
Non-slip matsqty 12
Fire extinguishersqty 4
Rope barriersqty 8

Cloakroom

Clothes hangersqty 200
Coat racksqty 4
Coat-check numbersqty 250

Presentation

Presentation boardsqty 16
Flip chartsqty 6
Flip chart paperqty 12
Magnet setsqty 12
Brochure racksqty 12

Tips

Set the date and programme before sending invitations. Allow enough time to divide rooms, book tours and confirm which presentations and activities will run.
Close or review registration several days before the open day. Use the registration details to prepare name badges, group tours and a clear list of dietary requirements.
Create the floor plan before arranging tables, chairs, the reception desk and changing-room racks. Check that signs, bollards and visitor routes still work when furniture is in place.
Test every presentation and activity in its actual room at least one day beforehand. Check laptops, projectors, screens, speakers, microphones, HDMI cables, extension cords and power strips together.
Do the stock check before the final shopping trip. Count cups, glasses, plates, cutlery, serving items and drinks, then check refrigerators, coolers, coffee machines, kettles and thermos flasks before catering arrives.

Frequently asked questions

How far in advance should I start planning an open day?: Start at least 6 to 8 weeks before the event. Set the date and programme first, then allow time for registrations, invitations, room planning, catering, equipment and volunteer assignments.
When should I send open day invitations?: Send the first invitations 3 to 4 weeks before the open day. Review registrations weekly and send a final practical message 2 to 3 days beforehand with arrival details and the programme.
When should I order catering and drinks for an open day?: Confirm catering and beverage quantities at least 1 to 2 weeks before the event, using the latest registration numbers and dietary requirements. Recheck the order 2 to 3 days before the open day.
How early should I test open day presentations and activities?: Test presentations and activities in their assigned rooms at least 24 hours before visitors arrive. Do a second equipment check on the morning itself, including microphones, projectors, cables and power connections.

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.