Restaurant open day checklist

A restaurant open day needs more than a buffet and an open door. You need a clear programme, a reliable visitor list, enough seating and a smooth route from entrance to tasting area. Plan dietary requirements and allergen information before you finalise dishes, then leave time to chill drinks, print menus and test the sound system. This checklist puts the work in a practical order, including the details that are often left until the last hour.

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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
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Make reservations
Print the visitor list
Prepare the allergen list
2 people
Print menus
Do the shopping
2 people
Check fresh produce
2 people
Chill drinks
2 people
Check tableware
2 people
Set up tables and chairs
3 people
Set up buffet tables
2 people
Set up the entrance
2 people
Hang decorations
2 people
Place route signs
Lay out menus
2 people
Set up coffee station
2 people
Set up bar stock
2 people
Prepare snacks
3 people
Finish buffet dishes
3 people
Place allergen labels
Lay out crockery and cutlery
2 people
Test sound system
Brief the team
3 people

Event

Welcome visitors
3 people
Keep track of the visitor list
Give a restaurant tour
2 people
Explain the dishes
2 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Refill buffet
2 people
Collect tableware
2 people
Clear tables during the event
2 people
Check toilets
Empty trash bins
Thank visitors
2 people

Aftercare

Tear down the buffet
3 people
Remove decorations
2 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the room
2 people
Clean the restrooms
Dispose of waste
2 people
Check materials
2 people
Return borrowed materials
2 people
Store leftovers safely
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Buffet tablesqty 3
Clothing rack

Tableware

Dinner platesqty 80
Dessert platesqty 80
Glassesqty 100
Coffee cupsqty 60
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Coolersqty 3
Hot traysqty 4
Wireless microphone
Speakersqty 2
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Kitchen tongsqty 4
Aluminum foilqty 2

Decorations

Tableclothsqty 10
Flower arrangementsqty 8
Buntingqty 6
Balloonsqty 50
Balloon pump
Name badgesqty 80
Menusqty 20
Allergen cardsqty 20
Directional signsqty 6

Cleaning

Waste binsqty 6
Mop setsqty 2
Bucketsqty 3
Dish brushesqty 4

Lighting

LED string lightsqty 4

Catering

Groceries

Tips

Set the date, opening hours and programme before sending invitations. Close sign-ups early enough to print the visitor list and prepare name badges without rushing.
Ask for dietary requirements during registration, not at the entrance. Use the responses to prepare the allergen list, label buffet dishes and check that menus match what is being served.
Count tableware against your expected attendance before shopping: allow one dinner plate, one dessert plate, one glass and one cutlery set per visitor, plus a small reserve.
Finish the room setup before food arrives. Position tables, chairs, buffet tables, the clothing rack and route signs first, then lay out menus, crockery and serving utensils.
Reserve the final hour for chilled drinks, hot trays, coffee machines and the bar station. Test the wireless microphone and speakers before visitors arrive, and keep extension cords out of walking paths.

Frequently asked questions

How far in advance should I plan a restaurant open day?: Set the date and programme at least 4 to 6 weeks ahead. Send invitations soon after, and close registration at least 3 days before the event so you can print the visitor list and confirm food quantities.
How do I handle allergies at a restaurant open day?: Collect dietary requirements during sign-up and prepare the allergen list 2 to 3 days before the event. Label every buffet dish before service, and keep allergen information available at the entrance or buffet.
How much tableware do I need for a restaurant open day?: Plan one dinner plate, one dessert plate, one glass, one coffee cup and one cutlery set per expected visitor. Add roughly 10% spare pieces, especially for glasses and plates used at a busy tasting buffet.
When should I set up the restaurant open day buffet?: Set up tables, chairs and buffet tables several hours before opening. Finish buffet dishes as late as practical, place hot trays and serving utensils shortly before service, and chill drinks for at least 4 hours.

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