Open house evening checklist

An open house evening needs more than invitations and refreshments. You have to coordinate registrations, dietary requirements, rooms, presenters, equipment and the route guests will follow through the venue. This checklist takes you from the first planning decisions to opening the doors, with specific reminders for items that are often left until the last minute. Use it to keep the evening clear for guests, presenters and volunteers.

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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
Determine the spaces and walking route
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm registrations
2 people
Publish the program online
Reserve rooms
Reserve coffee machines
Place catering order
2 people
Confirm presenters
2 people
Assign volunteers
2 people
Make information signs
2 people
Create floor plans and signage
2 people
Collect presentations
2 people
Test the equipment
2 people
Do the shopping
2 people
Check deliveries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare name stickers
Print the registration list
Arrange keys and access

Event

Open venue
2 people
Check the halls
2 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
Set up signage
2 people
Set up presentations
3 people
Connect the sound system
2 people
Test the projector and screen
2 people
Set out coffee and tea
3 people
Display snacks
3 people
Brief the registration team
2 people
Open the doors
2 people
Register visitors
3 people
Welcome visitors
2 people
Provide information
4 people
Guide tours
3 people
Lead presentations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the buffet tidy
Empty trash bins
2 people
Check toilets
Operate equipment
Inform last visitors
2 people
See visitors out
2 people

Aftercare

Wrap up presentations
2 people
Clear buffet
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Switch off equipment
2 people
Collect waste
3 people
Clean rooms
4 people
Clean the restrooms
2 people
Return borrowed items
2 people
Clear away leftover stock
2 people
Collect lost and found items
Follow up on visitor questions

What to bring

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

Furniture

Tablesqty 14
Chairsqty 100
Reception desk
Stoolsqty 8
Coat racksqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 4
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Projectorqty 2
Projection screensqty 2
Laptopsqty 3
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 6

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 14
Flower arrangementsqty 8
Name badgesqty 120
Adhesive tapeqty 6
Painter's tapeqty 6
Information boardsqty 12
Directional signsqty 20

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Trash binsqty 10

Catering

Groceries

Tips

Set the date and program before sending invitations, then leave enough time to process registrations, confirm attendance and publish the final program online. Ask for dietary requirements during registration rather than chasing them later.
Walk through the venue as a guest would and mark every change of direction with signs. Check that the reception desk, coat racks, seating and information signs are in place before volunteers arrive.
Confirm presenters and collect their presentations ahead of the event. Test the projector, screens, laptops, speakers, microphones, extension cords and power strips together in the rooms where they will be used.
Place catering and coffee orders early enough to confirm delivery details, then check the delivery on arrival. Chill drinks and prepare snacks before guests come in, while keeping coffee cups, glasses, plates, cutlery and serving utensils accessible.
Prepare name stickers and print the registration list before opening the venue. Arrange keys and access in advance, assign volunteers to reception and room support, and keep charging cables and spare equipment where staff can find them quickly.

Frequently asked questions

How far in advance should I send open house evening invitations?: Send invitations as soon as the date and program are stable, ideally at least 3 to 4 weeks before the evening. Keep registration open long enough to collect dietary requirements and confirm attendance.
When should I confirm open house evening registrations?: Send a confirmation 5 to 7 days before the event, once rooms, presenters and the program are settled. Use that message to repeat the start time, arrival instructions and any access information.
How early should I test the equipment for an open house evening?: Test the projector, microphones, speakers and presentation laptops at least 1 day beforehand, then run a short check in each room on the day itself. This catches missing cables, power issues and incompatible presentations before guests arrive.
When should I prepare the venue for an open house evening?: Allow at least 2 to 3 hours for opening the venue, arranging furniture, putting up signage, setting out refreshments and preparing registration. Complete access and key arrangements before that setup period begins.

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.