Public building reopening checklist

A public building reopening needs more than a date and a ribbon-cutting moment. You need a clear programme, reliable visitor information, controlled access and rooms that are ready before the first guest arrives. This checklist puts the work in a practical order, from confirming opening hours and registrations to checking lighting, sanitary facilities, catering and route signs. Use it to coordinate staff, suppliers and speakers without leaving last-minute details to the event day.

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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

Confirm date and program
2 people
Set opening hours and admission
2 people
Compile guest list
2 people
Send invitations
2 people
Publish audience information
2 people
Process registrations
2 people
Collect dietary requirements
Send reminder to invitees
Order catering
2 people
Reserve equipment
Schedule photographer
Confirm speakers
Collect speeches
Print the program
Prepare name badges
2 people
Make route signs
Arrange keys and access
Check the weather forecast
Do the shopping
2 people
Collect fresh produce
2 people
Inspect venue
2 people
Ventilate the rooms
2 people
Clean the entrance and façade
2 people
Check sanitary facilities
Check the lighting
Clear emergency exits
2 people
Check fire extinguishers
Set up the cloakroom
2 people
Set up the registration table
2 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet
3 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set out tableware and cutlery
2 people
Hang decorations
3 people
Place information signs
2 people
Set up the equipment
2 people
Test microphone
2 people
Set up presentations
Prepare the opening ceremony
2 people
Briefing for reception team
4 people
Brief catering team
4 people
Brief the technical team
2 people
Prepare registration materials
2 people
Check the reception area
2 people

Event

Welcome speakers
2 people
Register visitors
4 people
Welcome visitors
3 people
Take coats
2 people
Serve coffee and tea
3 people
Guide tours
4 people
Guide the photo moment
2 people
Present the opening program
Guide speeches
2 people
Carry out the opening act
3 people
Serve snacks
4 people
Refill drinks
3 people
Serve special meals separately
2 people
Guide visitor flow
3 people
Check the restrooms during the event
Collect waste along the way
2 people
See off the last visitors
3 people
Manage coat check
2 people

Aftercare

Switch off the equipment
2 people
Tear down the buffet
3 people
Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean rooms
4 people
Clean the restrooms
2 people
Collect lost property
Return materials
2 people
Return borrowed equipment
2 people
Store leftover catering
2 people
Lock up the building
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 160
Buffet tablesqty 4
Registration desk
Coat racksqty 3
Clothes hangersqty 180
Waste binsqty 8

Tableware

Coffee cupsqty 180
Tea glassesqty 180
Water glassesqty 180
Wine glassesqty 120
Dinner platesqty 180
Pastry platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Teaspoonsqty 180
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Serving plattersqty 18
Serving trays with lidsqty 6
Serving tongsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 6
Ice packsqty 24
Aluminum serving traysqty 20

Equipment

Portable speakerqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Presentation screen
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12

Decorations

Balloonsqty 100
Balloon standsqty 4
Ribbonsqty 6
Opening ribbon
Scissors for the openingqty 2
Flower arrangementsqty 8
Tableclothsqty 16
Cable tiesqty 100
Wayfinding signsqty 12
Menu boardsqty 6

Lighting

LED string lightsqty 6

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the opening hours, admission arrangements and programme before publishing visitor information. Allow at least two working days to process registrations and update the final guest information.
Send the invitation reminder several days before reopening, then prepare name badges and the registration desk from the confirmed list. Keep dietary requirements with the catering order rather than collecting them at arrival.
Complete the venue inspection at least one day before the event. Check keys, access routes, lighting, sanitary facilities, ventilation and the entrance, then resolve problems while there is still time.
Schedule speakers and the photographer against the programme, and collect speeches before printing it. Keep a portable speaker available and test it in the actual room rather than relying on a room check alone.
Arrange tables, chairs, coat racks and waste bins before catering arrives. For refreshments, count cups, glasses, plates, cutlery and serving utensils by guest numbers, then check coolers, ice packs, coffee machines and kettles on the final setup day.

Frequently asked questions

How far in advance should I send invitations for a public building reopening?: Send the main invitations at least 3 to 4 weeks before the reopening if registration is required. Close or review registrations 3 to 5 working days beforehand, then send a reminder with the opening hours, access details and programme.
When should I inspect the building before the reopening?: Do a full inspection 1 day before the event and a short final walk-through 2 to 3 hours before doors open. Check access, lighting, sanitary facilities, ventilation, signage and the entrance during both checks.
How many staff do I need at the registration desk?: Plan 1 registration person for every 50 expected guests during the busiest arrival period. Add a second person if more than 75 guests may arrive within the same 30 minutes or if badges must be prepared on site.
When should catering and fresh produce be arranged?: Confirm the catering order at least 5 working days before the reopening, including dietary requirements and serving equipment. Collect fresh produce on the day of the event or no more than 24 hours beforehand, depending on storage and food-safety requirements.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.