Political Party Open Day Checklist

A political party open day needs more than a programme and a room. You need to coordinate registration, speakers, information stands, press, accessibility, catering and the technical setup in a clear order. Start with the date, venue and permissions, then build the programme and open registration. In the final week, confirm presentations, print materials, brief volunteers and test every microphone, laptop and projector 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

Set the date and program
2 people
Reserve the hall and room
Check permits and notifications
Book speakers and facilitators
2 people
Draft invitations
2 people
Publish registration form
Send invitations
2 people
Post promotion on social media
2 people
Inform neighborhood organizations
2 people
Send press invitation
Process registrations
2 people
Collect dietary requirements
Collect accessibility needs
Send the program to visitors
Arrange info stands and themes
2 people
Collect presentations
2 people
Check presentations technically
2 people
Prepare name badges
2 people
Design signage
Print program booklets
2 people
Print information materials
2 people
Check the shopping list
2 people
Order catering
Confirm technical setup
Create volunteer schedule
2 people
Send briefing to volunteers
Process final registrations
2 people
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people

Event

Open venue
2 people
Check rooms and toilets
2 people
Set up tables and chairs
4 people
Set up information stands
4 people
Set up the stage area
3 people
Connect the sound system
2 people
Load presentations
2 people
Test microphones
2 people
Hang decorations
3 people
Set up signage
2 people
Set up registration desk
2 people
Lay out name badges
2 people
Prepare coffee and tea
3 people
Chill drinks
2 people
Prepare snacks
3 people
Clear the access route
2 people
Staff the registration desk
2 people
Register visitors
2 people
Welcome visitors
2 people
Staff info booths
8 people
Announce program items
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Collect Visitor Questions
Moderate the panel discussion
2 people
Moderate audience questions
Set up the break room
2 people
Support the evening program
2 people
Guide speakers
2 people
Collect photo materials
See off the last visitors
2 people
Turn off the sound system
2 people
Sort materials
3 people
Clear tables and chairs
4 people
Collect waste
3 people

Aftercare

Tidy up the kitchen
3 people
Wash dishes
3 people
Clean the room
3 people
Clean the restrooms
2 people
Remove signage
2 people
Remove decorations
2 people
Inventory materials
2 people
Clean borrowed items
2 people
Return borrowed items
2 people
Store leftover catering
2 people
Store registration details securely
Send thank-you message
Select photos for publication
Handle lost property

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 100
Bar stoolsqty 8
Registration desk
Coat racksqty 2
Waste binsqty 8

Equipment

Portable sound system
Wireless microphonesqty 3
Laptopqty 2
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 8
Power banksqty 4

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Party flagsqty 12
Banner fabricqty 6
Tableclothsqty 12
Balloonsqty 100
Balloon ribbonqty 2
Balloon pumpqty 2
Adhesive stripsqty 4
Cable matsqty 10

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitchersqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Serving tongsqty 8
Kitchen towelsqty 12

Catering

Groceries

Information

Program bookletsqty 150
Campaign brochuresqty 300
Theme sheetsqty 30
Feedback cardsqty 150
Name badgesqty 120
Badge holdersqty 120
Pensqty 80
Clipboardsqty 12
A4 paperqty 500
A3 paperqty 100
Ballpoint pens for visitorsqty 60
Information boardsqty 12
Directional signsqty 16
Registration listsqty 10

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20

Safety

First aid kit
Flashlightsqty 4
Safety vestsqty 8
Barrier tapeqty 2
Fire blanket

Cloakroom

Cloakroom numbersqty 150
Clothes hangersqty 120
Cloakroom binsqty 4

Transport

Transport cratesqty 20
Hand trucksqty 2
Ratchet strapsqty 6

Tools

Switch keyqty 2
Scissorsqty 6
Tapeqty 10
Cable tiesqty 200

Tips

Set the date, programme and venue first, then check permits and notifications before publishing invitations. Allow at least 6–8 weeks for a public open day so speakers, promotion and room arrangements do not become last-minute tasks.
Open registration as soon as the programme is stable. Ask for dietary requirements and accessibility needs on the form, then send the final programme to registered visitors several days before the event.
Give each information stand a clear theme and prepare its materials before printing. Keep presentations in one shared folder and test every file on the event laptop at least one day in advance.
Plan the room around arrival and conversation: place the registration desk near the entrance, leave clear routes between tables and chairs, and position microphones and the projector where every attendee can see and hear them.
Create the volunteer schedule for setup, registration, room support and closing. Have volunteers arrive 60–90 minutes early, and check the sound system, wireless microphones, power strips, extension cords and cable mats before doors open.

Frequently asked questions

How far in advance should I organise a political party open day?: Start planning 6–8 weeks ahead. That gives you time to reserve the hall, check permits, book speakers, publish registration and arrange catering without compressing everything into the final week.
When should registration open for a political party open day?: Open registration once the date, venue and main programme are confirmed, usually 4–6 weeks before the event. Close or review numbers 3–5 days beforehand so you can confirm catering, seating and name badges.
How many volunteers do I need for a political party open day?: Plan for at least 1 volunteer at registration, 1 person supporting the room and presentations, and 1 coordinator for every 40–50 visitors. Add extra help for setup and closing, with everyone arriving 60–90 minutes before doors open.
When should I test the projector and microphones?: Test the laptop, projector, screen, sound system and wireless microphones at least 24 hours before the open day. Repeat a short technical check 60 minutes before visitors arrive, including cables, power strips and presentation files.

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.