Open day checklist: what to arrange and when

An open day runs smoothly when registration, activities, volunteers and visitor information are arranged before setup day. Start by booking the sports fields and opening registration, then use the responses to assign groups, schedule coaches and collect dietary requirements. In the final week, check sports equipment, gather materials, prepare badges and print directions. On the day itself, set up reception, refreshments, sound equipment and clear routes before the first 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

Reserve sports fields
Open the registration form
Send invitations
2 people
Publish open day
Inform schools and the neighborhood
2 people
Process registrations
2 people
Collect dietary requirements
Assign participant groups
2 people
Schedule coaches per activity
2 people
Create volunteer instructions
Prepare demo program
2 people
Create map and route
Print registration forms
Prepare name badges
2 people
Check stock
2 people
Check sports equipment
2 people
Collect materials by sport
3 people
Do the shopping
3 people
Collect materials
2 people
Prepare snacks
4 people
Chill drinks
2 people
Set up the music playlist
Print contact details
Check first aid kit

Event

Set up the reception desk
3 people
Set up tables and chairs
4 people
Set up sports fields
4 people
Set out sports equipment
4 people
Build party tents
4 people
Hang decorations
3 people
Set up signage
2 people
Connect the sound system
2 people
Set up the coffee and tea station
3 people
Set up buffet and snacks
4 people
Lay out name badges
2 people
Welcome volunteers
2 people
Brief volunteers
3 people
Staff the registration desk
3 people
Welcome visitors
4 people
Assist trial lessons
8 people
Provide sports demonstrations
6 people
Direct visitors to activities
2 people
Take photos
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Collect tableware
2 people
Hand out member information
2 people
Record membership sign-ups
2 people
Announce the final round
Wave goodbye to visitors
3 people

Aftercare

Clear away sports equipment
5 people
Clear tables and chairs
4 people
Take down party tents
4 people
Turn off the sound system
2 people
Remove decorations
3 people
Collect waste
3 people
Clean the kitchen
3 people
Wash dishes
3 people
Clean the floors
2 people
Inspect the grounds
2 people
Store materials dry
3 people
Return borrowed materials
2 people
Store leftover stock
2 people
Process registration details
2 people
Send thank-you message
Store photos securely

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 6
Coat racksqty 2
Coat racksqty 2
Waste binsqty 8

Tableware

Reusable cupsqty 200
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8
Pitchersqty 6
Thermos flasksqty 6
Serving traysqty 8

Decorations

Tableclothsqty 8
Buntingqty 8
Balloonsqty 100
Balloon weightsqty 8
Name badgesqty 200
Directional signsqty 12
Information bannersqty 4

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Extension cordsqty 6
Cable reelsqty 3
Power stripsqty 6
Mobile phoneqty 2

Sports equipment

Footballsqty 12
Basketballsqty 8
Volleyball netqty 2
Volleyballsqty 8
Tennis racketsqty 12
Tennis ballsqty 30
Conesqty 40
Sports hoopsqty 12
Skipping ropesqty 12
Training bibsqty 30
Scoreboardsqty 4
Starting whistlesqty 8

Kitchen

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Bread basketsqty 4

Lighting

LED light stringsqty 4
Work lightsqty 3
Flashlightsqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Hand broomsqty 3
First aid kit

Catering

Groceries

Tips

Open registration before sending invitations so you can track numbers, dietary requirements and group assignments in one place. Close or review registrations early enough to schedule coaches and prepare name badges.
Create the activity schedule only after you know the expected group sizes. Allow time between activities for moving across the site, especially if the open day uses several sports fields.
Prepare a simple visitor route with directional signs, a map and contact details. Put the route at reception and repeat key signs at turns, entrances and activity areas.
Check equipment and materials by sport at least one week before the open day. This gives you time to replace missing items instead of discovering the problem during setup.
Set up refreshments and reception before the demonstrations begin. Chill drinks in advance, prepare snacks, and keep reusable cups, coffee cups, plates and cutlery where volunteers can reach them quickly.

Frequently asked questions

How early should I start planning an open day?: Start at least 6 to 8 weeks before the open day. Book the sports fields first, then open registration, send invitations and inform schools and the neighborhood before finalising groups and coach schedules.
When should open day registration close?: Close registration 7 to 10 days before the event if possible. You need that time to process registrations, collect dietary requirements, assign participant groups, schedule coaches and prepare name badges.
What should I prepare the week before an open day?: Check sports equipment, collect materials by sport, complete the shopping and print registration forms, contact details and directional signs. Also prepare volunteer instructions, the demo programme and the site map.
How do I organise reception for an open day?: Set up the reception desk before visitors arrive, with registration forms, name badges, contact details and a clear route map. Allow at least 30 minutes for setup and test the microphone, speakers and power connections before opening.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.