Provincial House Open Day Checklist

A provincial house open day needs more than a tour timetable. Visitors must know where to register, guides need clear routes and briefings, and every presentation and screen should work before the doors open. Use this checklist to plan the programme, manage registrations, prepare catering and set up a welcoming reception. It also helps you check accessibility, safety instructions, maps, signs and the equipment people often remember only at the last minute.

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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
3 people
Compile tours
2 people
Brief guides
3 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send visitor information
Book catering
Print tour schedule
Print maps
Prepare name badges
2 people
Check information signs
2 people
Collect presentations
2 people
Test the equipment
2 people
Set the route for visitors
2 people
Check accessibility
2 people
Prepare safety instructions
2 people
Do the shopping
3 people
Chill drinks
2 people
Label diet meals
2 people
Prepare materials
3 people
Clear the entrance
3 people
Set up tables and chairs
6 people
Set up the reception desk
3 people
Set up information booths
6 people
Hang decorations
4 people
Put up directional signs
3 people
Set up the tour rooms
4 people
Set up sound system
2 people
Connect the screens
2 people
Set up coffee station
3 people
Set up the buffet
4 people
Check toilets
2 people
Register volunteers
2 people
Brief volunteers
3 people
Hold team briefing
5 people

Event

Welcome visitors
4 people
Check registrations
3 people
Distribute program
2 people
Direct visitors to rooms
3 people
Guide tours
8 people
Lead presentations
4 people
Staff information booths
8 people
Answer visitors' questions
4 people
Serve coffee and tea
3 people
Serve snacks
4 people
Serve diet meals
2 people
Refill drinks
3 people
Restock the buffet
3 people
Collect used dishes
3 people
Empty trash bins
2 people
Check toilets periodically
2 people
Count tour groups
2 people
Register lost and found items
Escort the last visitors
3 people

Aftercare

Clear out public areas
6 people
Take down information stands
5 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
4 people
Empty coolers
2 people
Sort waste
3 people
Clean the venue
5 people
Clean the restrooms
2 people
Return materials
3 people
Return borrowed items
2 people
Hand over lost and found items
Store leftovers refrigerated
2 people
Archive registration details

What to bring

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

Furniture

Information desksqty 4
Foldable tablesqty 18
Chairsqty 180
Bar stoolsqty 12
Buffet tablesqty 6
Coat racksqty 4
Waste binsqty 12

Equipment

Laptopsqty 6
Screensqty 4
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Speakersqty 4
Extension cordsqty 10
Power stripsqty 8
Charging stationsqty 3

Tableware

Coffee cupsqty 180
Glassesqty 240
Platesqty 240
Cutlery setsqty 240
Serving plattersqty 18
Serving spoonsqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 10
Coolersqty 8
Cutting boardsqty 6
Bread knivesqty 6
Serving tongsqty 12

Decorations

Buntingqty 12
Balloonsqty 200
Tableclothsqty 24
Chalkboardsqty 10
Flower arrangementsqty 8
Name badgesqty 80
Badge holdersqty 80
Directional signsqty 20
Program boardsqty 8

Lighting

LED string lightsqty 8
LED lampsqty 12

Catering

Groceries

Office supplies

Printer paperqty 5
Pensqty 40
Markersqty 12
Clipboardsqty 20
Tapeqty 8
Scissorsqty 6
Staplersqty 4
Staplesqty 8

Cleaning

Broomsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Waste sorting binsqty 6

Safety

Flashlightsqty 6
Safety vestsqty 20
Barrier tapeqty 4
Non-slip matsqty 8

Tips

Open registration early enough to collect dietary requirements before catering is booked. Send visitor information after processing registrations, including arrival instructions, the tour schedule and accessibility details.
Print the tour schedule and maps before setup day, then keep spare copies at the reception desk. Visitors can lose a map within minutes, especially when several tours leave at different times.
Test laptops, screens, projectors, projection screens, wireless microphones and speakers in the rooms where they will be used. Do this at least one day before the open day, not when the first group is waiting.
Set the visitor route before placing tables and chairs. Check the entrance, information desks, signs, coat racks and waste bins together so the route remains clear for visitors using wheelchairs or mobility aids.
Prepare drinks, coffee equipment and labelled diet meals before guests arrive. Chill drinks in advance, and keep serving platters, spoons, tongs, cups, glasses, plates and cutlery together at the catering point.

Frequently asked questions

How far in advance should I plan a provincial house open day?: Set the date and programme at least 6 to 8 weeks in advance. This gives you time to compile tours, brief guides, open registration, process sign-ups and book catering.
When should registration close for a provincial house open day?: Close registration 5 to 7 days before the event if possible. Use the final numbers to confirm tour groups, dietary requirements, printed materials and the amount of catering needed.
How many guides do I need for the tours?: Plan one guide for each tour group, then add at least one standby guide for every 4 to 6 groups. The exact number depends on your route and group size, but a standby prevents one absence from delaying the programme.
When should I test the equipment for the open day?: Test all presentation and sound equipment 24 hours before opening, then run a short check again on the morning itself. Bring extension cords, power strips and charging stations so small power problems do not interrupt a tour.

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.