Open Day Checklist: What to Arrange and When

An open day runs smoothly when visitors know where to go, volunteers know what to do, and every room is ready before the doors open. This checklist covers the planning sequence, from choosing the date and checking permits to processing registrations and preparing the entrance. It also helps you catch details that are often left too late, such as dietary requirements, access arrangements, information signs, chilled drinks, and working power for equipment.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Set the date, programme, room layout, and grounds plan before publishing anything. Allow at least 4–6 weeks for invitations, registrations, volunteer assignments, and activity preparation.
Close registration and collect dietary requirements no later than 7 days before the open day. Use the final numbers to check seating, plates, cups, cutlery, drinks, and catering quantities.
Assign volunteers with specific posts and start times at least 1 week ahead. Cover the entrance and reception, information table, activities, catering, room checks, and closing duties rather than relying on general availability.
Test the practical setup before visitors arrive: check the microphone, Bluetooth speakers, laptop, coffee machines, kettles, extension cords, and power strips. Keep rechargeable power banks available in case phones or small devices need charging.
Finish the physical setup in a fixed order: clean the venue, arrange keys and access, place tables and chairs, build party tents, set up the entrance and information table, then add signs, tablecloths, decorations, and catering. Keep chilled drinks in coolers until shortly before opening.

Frequently asked questions

How early should I start planning an open day?: Start at least 4–6 weeks before the event. That gives you time to set the programme, check permits, make reservations, invite visitors, process registrations, and assign volunteers.
When should open day registration close?: Close registration about 7 days before the open day. Use the final count to plan catering, seating, activities, signs, volunteer coverage, and the number of information materials needed.
How many volunteers do I need for an open day?: Plan at least one named volunteer for each active area: entrance and reception, information table, activities, catering, and room or grounds checks. Add a coordinator and keep 1–2 spare people available for breaks and unexpected issues.
When should I set up the venue for an open day?: Complete cleaning, access checks, furniture, tents, signs, and equipment before opening day if possible. On the day itself, allow at least 2–3 hours for tables, chairs, reception, catering, decorations, sound equipment, and final checks.