Open house evening checklist

An open house evening runs smoothly when visitors can arrive, register, find their way around and get refreshments without waiting. Use this checklist to work from the date and room booking through invitations, dietary information, deliveries and setup. The final hours are mainly about cold drinks, prepared snacks and sandwiches, coffee and tea, signage, seating and a staffed reception table. Build in time for supplies that are easy to overlook, such as extension cords, waste bins and name stickers.

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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

Reserve a room
Publish date and times
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Schedule volunteers
Prepare program information
Confirm deliveries
Check stock
2 people
Check the shopping list
Do the shopping
2 people
Buy fresh products
2 people
Sort groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare sandwiches
2 people
Set out coffee and tea
2 people
Set up tables
3 people
Set up chairs
3 people
Set the tables
2 people
Set up buffet
3 people
Set up the reception table
2 people
Hang decorations
2 people
Hang signs
Test music and lighting
2 people
Check toilets
Clear emergency exits
2 people

Event

Welcome guests
2 people
Check off registrations
Register new visitors
Guide visitors around
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the buffet tidy
Empty trash bins
Check toilets periodically
See off guests
2 people

Aftercare

Clear away food and drinks
2 people
Wash dishes
3 people
Dismantle furniture
3 people
Remove decorations
2 people
Clean the room
3 people
Take out the trash
2 people
Chill leftover food
Collect lost and found items
Return materials
2 people
Store leftover stock
Return venue keys

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Coat racksqty 2
Buffet tablesqty 3
Waste binsqty 5

Tableware

Coffee cupsqty 60
Drinking glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Small bowlsqty 10
Pitchersqty 6
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2
Microphone

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Serving spoonsqty 4
Bread knivesqty 2

Decorations

Tableclothsqty 8
Welcome sign
Wayfinding signsqty 6
Name stickersqty 80
Buntingqty 8
Markersqty 12

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Open registration before sending invitations, then review responses regularly so dietary requirements and volunteer shifts are known before the final shopping trip. Set a clear deadline for registrations, preferably at least 3 days before the evening.
Confirm deliveries and check stock 2 days beforehand. This catches missing serving trays, thermos flasks, tablecloths, coffee equipment and extension cords while there is still time to replace them.
Prepare a room layout before volunteers arrive. Leave a clear route from the reception table to the buffet, place chairs where people can talk comfortably, and keep waste bins visible but out of the main walkway.
Chill drinks several hours before guests arrive, not just when setup starts. Put coffee machines, kettles, thermos flasks, cups and glasses together so the drinks station can be opened quickly.
Finish wayfinding and welcome details before the first visitor arrives. Put up the welcome board and signs, prepare name stickers, and assign one person to the reception table for at least the first 30 minutes.

Frequently asked questions

How far in advance should I plan an open house evening?: Reserve the room and publish the date at least 4 weeks ahead when possible. Open registration early enough to collect dietary requirements and volunteer availability, then confirm the final plan 2 to 3 days before the event.
When should I send invitations for an open house evening?: Send invitations around 3 to 4 weeks before the evening, with the date, opening hours, programme information and registration link. Send a reminder 5 to 7 days beforehand so you can estimate food, drinks and seating.
What should I prepare on the day of an open house evening?: Set up tables, chairs, the reception table and buffet first, then add tableware, food, drinks and signs. Start room setup at least 3 hours before opening; chill drinks and prepare snacks early enough to avoid a rush.
How many volunteers do I need for an open house evening?: Plan at least 1 volunteer for reception and wayfinding, 1 for refreshments and 1 person who can handle practical issues. Add coverage for the full opening period and schedule breaks if the evening lasts longer than 2 hours.

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.