Preschool Open Day Checklist

A preschool open day needs more than invitations and a few play tables. You need a clear programme, accurate registrations, prepared activity materials and a safe route through the rooms. Plan food and dietary information early, then use the final week for stock checks, printing and room setup. On the day itself, allow time to brief the reception team, prepare refreshments and check every play area before families arrive. This checklist keeps the work in a practical order.

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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
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Make reservations
Create program and route sign
2 people
Prepare activities
3 people
Check stock
2 people
Check the shopping list
Do the shopping
2 people
Prepare printed materials
Check rooms
2 people
Set out furniture
3 people
Set up the reception table
2 people
Set up craft tables
3 people
Set up play areas
3 people
Hang decorations
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare materials per activity
3 people
Conduct a safety check
2 people
Brief reception team
2 people

Event

Welcome visitors
3 people
Provide guided tours
3 people
Guide the craft activity
2 people
Supervise free play
3 people
Lead the reading session
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Record registrations and contact details
Manage photo and consent forms
Wave goodbye to visitors
2 people

Aftercare

Collect waste
2 people
Clear away play materials
3 people
Put furniture back
3 people
Wash dishes
2 people
Clean rooms
3 people
Clean the restrooms
Remove decorations
2 people
Check and store the materials
2 people
Return borrowed items
2 people
Store leftover stock

What to bring

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

Furniture

Children’s tablesqty 6
Children's chairsqty 30
Adult chairsqty 12
Reception desk
Coat racksqty 3
Play matsqty 6

Tableware

Reusable cupsqty 50
Children's platesqty 40
Adult platesqty 20
Cutlery setsqty 40
Coffee cupsqty 20
Serving traysqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Scissorsqty 3
Coolersqty 3

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 6
Tableclothsqty 6
Directional signsqty 8
Name stickersqty 100

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Cleaning

Waste binsqty 4
Hand brushes and dustpanqty 2
Mopsqty 2
Cleaning glovesqty 4

Activity materials

Colored pencilsqty 10
Wascoqty 10
Paint apronsqty 20
Picture booksqty 20
Building blocksqty 4
Puzzlesqty 10
Bubble solutionqty 6
Craft cupsqty 20
Sticky matsqty 6
Children's apronsqty 20

Catering

Groceries

Tips

Set the date and programme before drafting invitations, then give families a clear registration deadline. Close registrations early enough to confirm numbers, dietary requirements and any reservations.
Prepare one activity pack per planned activity, plus a small spare supply. Label materials before setup so volunteers can start quickly instead of searching through boxes.
Plan the visitor route before putting up directional signs. Check that coat racks, play mats, children’s tables and adult chairs do not block entrances, exits or access between rooms.
Complete the shopping and stock check several days before the open day. This gives you time to replace missing cups, plates, snacks, name stickers or cleaning supplies rather than discovering the shortage during setup.
Set up reception before the activity areas and brief the team on welcoming visitors, registrations and questions. Chill drinks and prepare snacks close to opening time, while leaving a final safety check for the last 30 minutes.

Frequently asked questions

How far in advance should I plan a preschool open day?: Set the date and basic programme at least 4–6 weeks in advance. Send invitations early enough to allow registrations, dietary information and final confirmation before you order supplies.
When should I send preschool open day invitations?: Send invitations about 3–4 weeks before the open day and set a registration deadline around 7 days before it. Use the final week to confirm attendance, check room capacity and prepare name stickers.
What should I prepare the day before a preschool open day?: Prepare printed materials, activity materials, signs and reception supplies the day before. You can also set out furniture if the rooms are available, but leave drinks and perishable snacks until the day itself.
How early should staff arrive for a preschool open day?: Allow at least 90 minutes for setup before families arrive. Use the first hour for furniture, reception and activity areas, then reserve the final 30 minutes for refreshments, team briefing and the safety check.

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