Physiotherapy practice open house checklist

Use this checklist to organise an open house at a physiotherapy practice from the first date decision to the final room setup. It covers visitor sign-ups, invitations, demonstrations, presentations, catering and equipment such as practice mats, resistance bands and measuring tapes. Build in time to protect workstations, test the projector and speaker, and prepare a clear visitor route. The detailed plan helps you keep the practice welcoming without disrupting areas that need privacy.

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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
Sign up for open day
Draft invitations
2 people
Send invitations
2 people
Post on social media
Distribute posters
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Send the program to visitors
Confirm supplier agreements
Check presentations
2 people
Prepare demonstrations
3 people
Test music and video
2 people
Print the visitor list
Prepare name badges
2 people
Make route signs
Pick up catering
2 people
Do the shopping
2 people
Chill drinks
2 people
Clear the spaces
3 people
Prepare materials
3 people
Protect workstations
2 people
Clean the venue
3 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up demonstration spaces
4 people
Hang decorations
2 people
Lay out information materials
2 people
Set out the catering
3 people
Prepare coffee and tea
2 people
Retest the equipment
2 people
Hold team briefing
5 people

Event

Welcome visitors
3 people
Register attendance
2 people
Give a tour of the practice
2 people
Serve coffee and tea
2 people
Demonstrate exercises
3 people
Present posture advice
2 people
Discuss sports injuries
2 people
Demonstrate fall prevention
3 people
Supervise children's activities
2 people
Serve snacks
2 people
Refill drinks
2 people
Replenish informational materials
Answer visitors' questions
3 people
Collect contact details
2 people
Take photos
Wave goodbye to visitors
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
2 people
Collect waste
2 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Clean rooms
3 people
Put materials back
3 people
Chill leftover catering
2 people
Put out waste bins
Return rental items
2 people
Follow up with visitors
Send thank-you message
Follow up on registrations

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Reception desk
Coat racksqty 2
Privacy screensqty 4

Sports equipment

Practice matsqty 8
Resistance bandsqty 12
Fitness ballsqty 4
Balance cushionsqty 4
Foam rollersqty 4
Small practice ballsqty 8
Conesqty 12
Low hurdlesqty 4
Hand grippersqty 6
Measuring tapesqty 4
Stopwatchesqty 4

Equipment

Laptopqty 2
Tabletsqty 3
Projector
Projection screen
Portable speaker
Extension cordsqty 6
Power stripsqty 6

Tableware

Glassesqty 70
Coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Coolersqty 4
Serving traysqty 8
Scissorsqty 4
Tableclothsqty 8

Decorations

Balloonsqty 80
Buntingqty 8
Flower arrangementsqty 6
Name badgesqty 80
Directional signsqty 12
Adhesive stripsqty 2

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the date and programme before sending invitations, then allow at least 2 weeks for registrations and dietary requirements to come in. Send the final programme after registrations are confirmed.
Plan each demonstration with a defined time slot and test the laptop, projector, screen, speaker and video at least 1 day beforehand. Keep the required exercise equipment together so staff are not searching during the open house.
Print the visitor list and prepare name badges before doors open. Put the reception desk, coat racks and route signs in place first, so visitors can find registration without entering treatment areas.
Protect workstations and use privacy screens where visitors could otherwise see patient information or treatment materials. Clear and clean the spaces before setting up tables, chairs and demonstration stations.
Pick up catering and chill drinks on the day, but check cups, plates, cutlery, coffee pots, thermos flasks and coolers the day before. Buy or collect enough tableware for the confirmed visitor count plus roughly 10% extra.

Frequently asked questions

How far in advance should I plan a physiotherapy practice open house?: Set the date and programme at least 4 weeks ahead. Send invitations around 2 weeks before the event, leaving time to process registrations, collect dietary requirements and confirm attendance.
What should I prepare for physiotherapy demonstrations?: Prepare the demonstrations at least 1 day before the open house and group the equipment by station. Check practice mats, resistance bands, fitness balls, balance cushions, foam rollers and measuring tools before visitors arrive.
When should I test the presentation and video equipment?: Test the laptop, projector, projection screen, portable speaker, extension cords and power strips at least 24 hours in advance. Repeat a quick sound and image check 30 minutes before the programme starts.
How early should the room be set up for an open house?: Finish cleaning, workstation protection, route signs, tables, chairs and the reception area at least 60 minutes before opening. Keep the final 15 minutes for name badges, the visitor list, chilled drinks and last-minute safety checks.

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