Open day checklist: what to arrange and when

An open day involves more than setting out tables and opening the doors. You need a clear programme, a way to handle registrations, prepared presenters, booked tours and practical visitor information. Catering, demonstrations, name badges and signage should be ready before the final week, not assembled while guests arrive. This checklist covers the full process, from choosing the date and checking permits to preparing the reception area and testing presentation equipment.

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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
Communicate opening hours
Send invitations
2 people
Publish event online
Process registrations
Collect dietary requirements
Send visitor information
Check the route directions
Publish parking information
Book tours
Confirm suppliers
Order catering
Create company presentation
2 people
Prepare demonstrations
3 people
Brief presenters
2 people
Assign tours
Schedule volunteers
Create a contact list
Design signage
Prepare name badges
2 people
Assemble info packs
3 people
Gather promotional materials
Check permits
Check insurance details
Prepare safety instructions
2 people
Check escape routes
2 people
Check first aid supplies
Check toilets
Buy supplies
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the coffee corner
2 people
Set up the reception desk
2 people
Set up tables
4 people
Set up chairs
3 people
Set up the presentation area
3 people
Set up demonstration spaces
4 people
Hang decorations
3 people
Set up signage
2 people
Set up banners
2 people
Test the equipment
2 people
Test presentations
2 people
Set up the registration table
2 people
Lay out info packs
2 people
Set up catering
3 people
Brief reception team
4 people
Brief tour guides
4 people

Event

Give the opening speech
Welcome visitors
4 people
Register sign-ups
2 people
Hand out name badges
2 people
Hand out info packs
2 people
Guide tours
4 people
Give company presentations
2 people
Give demonstrations
5 people
Answer visitors' questions
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect waste
2 people
Check toilets periodically
Track inventory
Guide visitors to the exit
2 people
See off the last visitors
2 people

Aftercare

Turn off presentation materials
2 people
Clean up catering
3 people
Collect tableware
3 people
Sort waste
2 people
Clear tables and chairs
4 people
Remove decorations
3 people
Remove signage
2 people
Clean rooms
4 people
Wash dishes
3 people
Empty the coolers
2 people
Store leftover stock
2 people
Inventory materials
2 people
Return borrowed items
2 people
Have waste removed
Thank visitors
Archive registration details
Answer outstanding questions
2 people
Save photos and files
Store promotional materials
2 people
Collect invoices
Restore company premises
3 people

What to bring

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

Furniture

Foldable tablesqty 12
High tablesqty 8
Folding chairsqty 80
Reception desk
Table skirtsqty 12
Coat racksqty 3
Bollardsqty 8

Tableware

Coffee cupsqty 100
Glassesqty 180
Platesqty 160
Knivesqty 160
Forksqty 160
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 16
Serving traysqty 8

Catering

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Buffet traysqty 8
Drink dispensersqty 4
Ice cube traysqty 4
Groceries

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Microphonesqty 2
Portable speakersqty 2
Presentation clickersqty 2
Flip chartsqty 3
Tripodsqty 4
Power banksqty 6

Decorations

Company flagsqty 6
Bannersqty 6
Balloonsqty 100
Balloon ribbonqty 2
Table décorqty 12
Plantsqty 10
Name badgesqty 200
Pensqty 30
Wayfinding signsqty 12
Arrow board holdersqty 12
Poster holdersqty 8

Lighting

LED lampsqty 12
String lightsqty 6
Battery lampsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving tongsqty 10
Measuring cupsqty 4
Mixing bowlsqty 6
Cookie tinsqty 4
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Trash binsqty 10
Waste binsqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4
Cleaning glovesqty 8

Safety

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

Promotion

Info packsqty 200
Business cardsqty 500
Goodie bagsqty 200
Notepadsqty 200
Stickersqty 300
Survey Cardsqty 200

Other

Cable tiesqty 200
Gaffer tapeqty 4
Writing foldersqty 10
Clipboard foldersqty 10
Rain ponchosqty 20

Tips

Set the date, opening hours and programme before inviting anyone. Visitors need the same times everywhere, including the online event listing, invitations and parking information.
Close registration at least 3 to 5 days before the open day if you need dietary requirements, name badges, visitor packs or tour groups prepared. Keep a contact list with the final numbers.
Schedule tours and demonstrations around fixed time slots, then assign a presenter or volunteer to each one. Build in at least 10 minutes between sessions for questions and movement between areas.
Test every laptop, projector, screen, microphone, HDMI cable and extension cord on site at least one day beforehand. Bring spare power strips and check that cables do not create a trip hazard.
Set up the reception desk, signage, coat racks, seating and catering before doors open. Allow at least 60 minutes for setup, including coffee equipment, glasses, serving trays and safety instructions.

Frequently asked questions

How far in advance should I plan an open day?: Start planning at least 6 to 8 weeks before the event. Use the first weeks for the date, programme, invitations, registrations, suppliers and permits; reserve the final 7 days for confirmations, equipment tests and printed materials.
When should I send open day invitations?: Send the first invitation 3 to 4 weeks before the open day, then send visitor information 3 to 5 days before it. Include opening hours, the route, parking details, registration information and any tour times.
How many volunteers do I need for an open day?: Plan at least one person for reception, one person for each simultaneous tour or demonstration, and one floating contact for practical issues. For example, two tours running at once need at least four assigned people: reception, two tour leads and one general coordinator.
When should I order catering for an open day?: Confirm the catering order at least 7 days beforehand, once registrations and dietary requirements are reasonably stable. Recheck the final headcount 2 to 3 days before the event and prepare coffee, drinks and serving equipment before visitors arrive.

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