Open day checklist: what to arrange and when

An open day runs smoothly when the programme, access arrangements and visitor flow are settled before you start preparing supplies. Confirm the venue, permits, activities and volunteer cover first; then handle registrations, dietary information, signage and name badges. In the final week, inspect the space, check activity materials and assemble supply crates. On the day, allow time for furniture, information sheets, refreshments and clear allergen labels before 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

Finalize the program
2 people
Confirm the venue and access
Make furniture reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm volunteers
Schedule volunteer shifts
Confirm activity coordinators
Check permits and agreements
Inspect the venue in advance
2 people
Create a layout plan for the setup
2 people
Design signage
Design program flyers
Prepare visitor list
Prepare name badges
2 people
Collect information sheets
2 people
Check activity materials
2 people
Prepare decorations
3 people
Assemble supply crates
2 people
Do the shopping
2 people
Set up non-perishable supplies
2 people
Check fresh produce
2 people
Prepare snacks
4 people
Label allergens on dishes
2 people
Chill drinks
2 people
Check the tools and cables
2 people
Charge equipment
Check the weather forecast
Set up indoor alternative
3 people
Clean the venue
3 people
Set up tables and chairs
4 people
Set up information tables
3 people
Set up the reception desk
2 people
Build the catering buffet
4 people
Set up activity corners
5 people
Hang decorations
3 people
Set up signage
2 people
Test the lighting
2 people
Clear safe walkways
2 people
Check toilets
2 people
Brief volunteers
2 people

Event

Staff the reception desk
2 people
Welcome visitors
2 people
Distribute program
2 people
Hand out name badges
2 people
Announce the opening
Guide visitors to activities
3 people
Lead the creative activity
2 people
Supervise game activities
3 people
Provide information
3 people
Guide children during activities
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Empty trash bins
2 people
Check toilets periodically
Collect used dishes
2 people
Announce evening program
Serve the last round
2 people
Wave Visitors Off Warmly
2 people

Aftercare

Collect activity materials
3 people
Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Empty and clean coolers
2 people
Sort and remove waste
3 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Clean the venue
4 people
Collect lost and found items
Return materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Store participant data securely

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Bar stoolsqty 8
Tableclothsqty 12
Party tentsqty 2
Clothes racksqty 2
Storage cratesqty 12

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 150
Dessert platesqty 100
Cutlery setsqty 150
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 8

Catering

Coolersqty 4
Ice cube traysqty 4
Buffet traysqty 8
Bread basketsqty 6
Cake standsqty 4
Drink dispensersqty 4
Napkin holdersqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Mixing bowlsqty 6
Measuring cupsqty 3
Oven traysqty 6
Frying pansqty 2
Aluminum foilqty 2

Equipment

Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Bluetooth speakersqty 2
Microphone
Power banksqty 4
Notice boardsqty 4

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 6

Decorations

Buntingqty 8
Balloonsqty 150
Flower arrangementsqty 6
Photo backdrop
Directional signsqty 12
Name card holdersqty 4

Sports equipment

Table football game
Cornhole board set
Ballsqty 12
Hoopsqty 8
Conesqty 20
Skipping ropesqty 8
Gamesqty 12
Craft tableclothsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Broomqty 3
Trash binsqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 6
Toilet brushesqty 4
First aid kit
Fire extinguishersqty 2

Information

Reception desk
Clipboardsqty 6
Pensqty 30
Name badgesqty 150
Program boardsqty 6
Menu boardsqty 6
Brochure racksqty 8
Wristbandsqty 150

Groceries

Groceries

Tips

Finish the programme before designing flyers or signage, so activity times and locations match everywhere. Send the final version to coordinators and volunteers at least 7 days before the open day.
Inspect the venue in advance and draw the layout to scale. Mark the position of tables, chairs, clothes racks, activity areas and storage crates, then check that visitors can move between them without blocking entrances.
Set a registration deadline 3 to 5 days before the event. Use the final visitor list to prepare name badges and to follow up on missing dietary requirements instead of guessing on the day.
Schedule volunteer shifts with overlap at arrival and closing. A 15-minute handover prevents gaps when one person is explaining activities, checking registrations or restocking refreshments.
Prepare non-perishable supplies and assemble crates 1 to 2 days beforehand. Leave fresh food, snacks, chilled drinks and ice until the final day, and label every dish that contains an allergen.

Frequently asked questions

How early should I start planning an open day?: Start at least 6 to 8 weeks ahead if you need permits, several activity coordinators or a large volunteer team. Confirm the venue and access first, then build the programme and registration process around the space.
When should open day invitations be sent?: Send invitations 3 to 4 weeks before the open day, with a registration deadline 3 to 5 days before it. That gives you time to prepare the visitor list, name badges and dietary information.
How many volunteers do I need for an open day?: Plan at least one volunteer for every active visitor-facing area, plus one person for registration and one floating helper. For example, four activities need at least six people per shift, with extra cover during arrival and breaks.
When should I set up an open day venue?: Set up furniture, signage, information sheets and non-perishable supplies on the day before when access allows. Reserve the final 60 to 90 minutes before opening for fresh food, chilled drinks, allergen labels and a complete walk-through.

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