Open day checklist: what to arrange and when

An open day involves more than putting out tables and sending invitations. You need a confirmed programme, suitable spaces, activity supervisors, registration details and enough catering for the expected attendance. This checklist takes you from the first planning decisions to opening the venue, with practical reminders for equipment, food, safety and guest information. Use it to see what needs booking early and what can wait until the final week.

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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
Determine spaces and activities
2 people
Register open day with the board
Make venue reservations
Design invitations
Send invitations
2 people
Distribute promotional poster
2 people
Publish the online event
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Brief activity supervisors
2 people
Calculate catering quantities
Confirm deliveries
Print the schedule and route
Prepare name badges
2 people
Print attendance list
Check stock
2 people
Do the shopping
2 people
Store groceries refrigerated
2 people
Sort materials by activity
3 people
Test the sound and lighting
2 people
Open venue
2 people
Check the venue for safety
2 people
Set up tables and chairs
4 people
Set up the entrance and reception desk
2 people
Set up activity corners
5 people
Hang decorations
3 people
Place route and program signs
2 people
Set up the coffee and drinks point
3 people
Prepare snacks
4 people
Chill drinks
2 people
Lay out crockery and cutlery
2 people
Set out activity materials
5 people
Brief the reception team
3 people
Hold briefing for activity leaders
8 people
Conduct the final room check
2 people

Event

Welcome visitors
3 people
Register sign-ups
2 people
Explain the program
2 people
Guide tours
3 people
Lead the workshops
8 people
Give demonstrations
4 people
Staff the information booth
2 people
Register new members
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Keep buffet and tables clean
2 people
Empty trash bins
2 people
Check toilets periodically
Guide photo moments
Providing announcements
Support the evening program
5 people
See off the last visitors
3 people

Aftercare

Collect activity materials
4 people
Clean up catering
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Collect and sort waste
3 people
Wash dishes
3 people
Clean rooms
4 people
Clean the restrooms
2 people
Switch off equipment
2 people
Lock up the venue
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Register lost and found items
Send thank-you message
Share photos with visitors
Update member records

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Reception desk
Folding chairsqty 10
Coat racksqty 3
Waste binsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pouring jugsqty 8
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Extension cordsqty 6
Power stripsqty 8
Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Camera
Flip chartsqty 3
Flipchart markersqty 12
Whiteboardsqty 3
Whiteboard markersqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Serving utensilsqty 12
Cooling matsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12
Flower arrangementsqty 6
Photo backdrop
Tapeqty 6
Cable tiesqty 100
Scissorsqty 6
Poster puttyqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Hand soap dispensersqty 4
Toilet brushesqty 3

Catering

Groceries

Tips

Set the date, programme and activity spaces before designing invitations. Guests need clear information about timings, routes and activities, while the venue and board need the confirmed plan before reservations are finalised.
Close registration several days before the open day and turn responses into working numbers. Record dietary requirements, print the attendance list and prepare name badges before the final setup rather than at the reception desk.
Assign one volunteer to reception, then brief each activity supervisor separately. Give supervisors the schedule, expected group size, route information and a clear contact for problems on the day.
Check catering quantities against the registration list, including dietary requirements, and confirm deliveries before shopping for missing items. Keep groceries refrigerated and prepare serving equipment, cups, plates and utensils together.
Test the projector, screen, speakers, microphone, camera and lighting before guests arrive. On the day, allow at least 60 minutes to open the venue, check safety, arrange tables and chairs, and place signs, waste bins and coat racks.

Frequently asked questions

How far in advance should I plan an open day?: Set the date and programme at least 6 to 8 weeks ahead if you need venue reservations, board approval, invitations and volunteer cover. Confirm the final schedule and activity spaces before sending the main invitation.
When should I send open day invitations?: Send invitations around 3 to 4 weeks before the event, then send a reminder 5 to 7 days before registration closes. Use the final registration list to plan catering, name badges, volunteer assignments and room layouts.
How much time do I need to set up an open day?: Allow at least 60 minutes for the venue setup, and 90 minutes if you must arrange several activity areas or test presentation equipment. Add time for the safety check, reception desk, route signs, refreshments and last-minute delivery checks.
When should I calculate food and drink for an open day?: Make an initial estimate when registrations open, then calculate final quantities 3 to 5 days before the event. Confirm dietary requirements and deliveries at the same time, and keep perishable groceries refrigerated until needed.

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.