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 first arrival. Start with the date, program and venue, then build attendance through invitations, social media and posters. In the final weeks, confirm registrations, dietary requirements, tours, activities, catering and equipment. This checklist covers the practical details that are easy to leave until the last few days, including signs, name badges, power, weather checks and visitor lists.

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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
Reserve venue and rooms
Check permits and notifications
Draft invitations
2 people
Send invitations
2 people
Post promotion on social media
Distribute posters
3 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Plan guided tours
2 people
Select activities
2 people
Make reservations
Order catering
2 people
Determine beverage stock
2 people
Make information signs
2 people
Publish directions
Publish the program online
Print the visitor list
Prepare name badges
2 people
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Clear the spaces
3 people
Set up tables
4 people
Set up chairs
4 people
Set up the reception desk
2 people
Set up information tables
4 people
Hang decorations
3 people
Mark the tour route
2 people
Set up activities
4 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Check toilets
Place waste bins
2 people
Conduct a safety check
2 people
Brief volunteers
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Distribute program
2 people
Directing visitors
2 people
Provide information
3 people
Guide tours
3 people
Supervise activities
4 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Keep the buffet tidy
2 people
Check toilets periodically
Remove waste regularly
2 people
Guide photo moments
Supervise the final tour
2 people
Inform visitors about the end
Close the distribution point
2 people
Close the reception desk
2 people
End activities
4 people

Aftercare

Remove decorations
3 people
Clear tables and chairs
4 people
Sort materials
3 people
Wash dishes
3 people
Empty the coolers
2 people
Collect waste
3 people
Clean rooms
4 people
Clean the restrooms
2 people
Hand over the venue
2 people
Return borrowed materials
2 people
Store remaining catering
2 people
Destroying name badges and lists
Collect lost and found items
Send thank-you message
Share photos with permission

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
High tablesqty 6
Chairsqty 120
Bar stoolsqty 8
Tablecloth setsqty 12
Clothes racksqty 2

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 120
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12
Small bowlsqty 24

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphone
Laptop
Projector
Projection screen
Payment terminalsqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Mixing bowlsqty 6
Thermos flasksqty 8
Drink dispensersqty 3
Ice packsqty 20

Decorations

Buntingqty 8
Balloonsqty 150
Balloon weightsqty 8
Flower arrangementsqty 6
Menu Card Holdersqty 12
Directional signsqty 12
Information boardsqty 10
Whiteboardsqty 3

Lighting

String lightsqty 6
LED lampsqty 10
Flashlightsqty 4

Sports equipment

Game materials
Conesqty 20
Hoopsqty 8
Tug of war rope
Markers and colored pencilsqty 20
Coloring pagesqty 150
Puzzlesqty 6

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3
Cleaning glovesqty 8
Waste binsqty 10
Fire blanketqty 2

Catering

Groceries

Tips

Set the date, program and venue before opening registration. Allow at least 6–8 weeks for invitations, posters, volunteer recruitment and activity planning, especially if several rooms or guided tours are involved.
Open registration only after you know the room capacity and main activities. Close or review registrations 3–5 days before the open day so you can print the visitor list, prepare name badges and brief volunteers with realistic numbers.
Assign volunteers to specific time slots and locations rather than asking for general help. Plan coverage for arrival, tours, activities, catering and closing, with at least one backup person for every busy area.
Check catering against the registration list 3–5 days beforehand, including dietary requirements. Count serving equipment, reusable glasses, coffee cups, plates, cutlery, thermos flasks and drink dispensers before shopping or collecting supplies.
Complete a final site check the day before: test the microphone, speakers, laptop, projector, extension cords and payment terminals, and place directions and information signs. Check the weather forecast at the same time so you can decide whether party tents or extra indoor space are needed.

Frequently asked questions

How early should I start planning an open day?: Start 6–8 weeks before the event. That gives you time to reserve the venue, check permits or notifications, promote the day, recruit volunteers and arrange tours, activities and catering.
When should I open registration for an open day?: Open registration once the date, venue capacity and main program are confirmed, usually 3–5 weeks beforehand. Review registrations again 3–5 days before the event to finalize food quantities, name badges and the visitor list.
How many volunteers do I need for an open day?: Plan at least one volunteer for each active station or room, plus separate coverage for arrivals and guided tours. Add one backup volunteer for every 5–10 scheduled helpers so breaks and last-minute absences do not leave a gap.
When should I check the equipment for an open day?: Do a full equipment check the day before and test the microphone, portable speakers, laptop, projector, screen, power strips and extension cords. Recheck the setup 60–90 minutes before visitors arrive.

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.