Open day checklist and planning guide

An open day runs smoothly when visitors know where to go, guides know what to say and registration does not become a bottleneck. This checklist covers the full sequence, from setting the date and opening registration to preparing rooms, signs, badges and equipment. It also helps you spot details that are often left until the last minute, such as dietary requirements, charging points, printed floor plans and chilled drinks. Use the plan to assign responsibilities and check progress before the doors open.

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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 rooms
Plan guided tours
2 people
Arrange information stands
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Update visitor list
Send confirmations
2 people
Order catering
Brief guides
2 people
Assign volunteers
2 people
Print floor plan
Print the program
Prepare name badges
2 people
Make route signs
2 people
Do the shopping
2 people
Chill drinks
2 people
Check equipment
2 people
Mark the room layout
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up information booths
6 people
Set up the catering table
3 people
Set up coffee station
2 people
Hang decorations
3 people
Put up route signs
3 people
Set out presentation materials
4 people
Test the equipment
2 people
Prepare snacks
4 people
Lay out name badges
2 people
Give staff briefing
3 people

Event

Staff the registration desk
3 people
Welcome visitors
3 people
Distribute program
2 people
Answer questions
4 people
Staff information booths
10 people
Guide tours
4 people
Lead presentations
4 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep the catering table clean
2 people
Empty trash bins
2 people
Check toilets
2 people
Guide visitor flow
3 people
Collect lost and found items
See off the last visitors
3 people

Aftercare

Turn off presentation materials
2 people
Clean up catering
4 people
Collect tableware
3 people
Sort waste
3 people
Clear tables and chairs
5 people
Remove decorations
3 people
Clean the rooms
4 people
Clean the restrooms
2 people
Remove route signs
2 people
Return materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Send visitor thank-you gifts

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Registration desk
High tablesqty 8
Tableclothsqty 20
Clothes racksqty 2

Equipment

Laptopsqty 6
Projectorqty 2
Projection screensqty 2
HDMI cablesqty 6
Extension cordsqty 8
Power stripsqty 8
Portable speakersqty 2
Microphonesqty 2
Charging stationsqty 3
Wayfinding signsqty 14
Stoolsqty 24

Office

Name badgesqty 80
Name badge holdersqty 80
Pensqty 30
Clipboardsqty 12
Notepadsqty 20
Information leafletsqty 250
Program bookletsqty 150
Floor plansqty 150
Tapeqty 6
Scissorsqty 6
Markersqty 12

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 12
Roll-up bannersqty 6
Table décorqty 20

Tableware

Platesqty 150
Coffee cupsqty 100
Glassesqty 150
Mugsqty 100
Cutlery setsqty 150
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 6
Storage binsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Serving jugsqty 6

Lighting

LED lightsqty 8
String lightsqty 6

Cleaning

Waste binsqty 10
Bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the date and program before sending invitations. Build in enough time to reserve rooms, schedule guided tours and arrange information stands without creating overlaps.
Open registration as soon as the invitations go out, then review the visitor list at least weekly. Collect dietary requirements early so catering numbers and special meals are not an afterthought.
Brief guides and volunteers before the event, including who covers the registration desk, information stands and each tour. Give them the final program, floor plan and clear arrival instructions.
Check presentation and power equipment at least one day before the open day. Test laptops, projector, screens, HDMI cables, microphones and speakers together, and place extension cords and power strips where visitors will not trip.
Finish printed materials and room setup before visitors arrive. Prepare name badges, program booklets, information leaflets, route signs and the registration desk, then chill drinks and confirm the catering delivery time.

Frequently asked questions

How far in advance should I organise an open day?: Start planning at least 6 to 8 weeks ahead. Reserve rooms and set the program first, then allow time for invitations, registration, catering, volunteer assignments and printed materials.
When should I send open day invitations?: Send invitations as soon as the date, program and registration form are ready, ideally 4 to 6 weeks before the event. Send confirmations after processing registrations and update the visitor list until the final week.
How many volunteers do I need for an open day?: Plan at least one person for registration, one person for each active guided tour or information area, and one floating helper. Add more cover during the first hour, when arrivals and questions usually peak.
When should I prepare the open day venue?: Complete the room layout, tables, chairs, signs and registration desk before the event starts, preferably the previous day if access allows. Test equipment and print final materials no later than the day before.

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.