School open day checklist

A school open day has many moving parts: visitors need clear routes, staff need defined roles, and every classroom must be ready at the right time. Start with the date, programme and room plan, then move on to registrations, volunteers, tour guides and suppliers. In the final week, prepare signs, worksheets, name stickers and classroom materials. On the day itself, allow time to test equipment, set up the registration desk, chill drinks and check keys before the first family arrives.

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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
Allocate rooms and spaces
2 people
Check permits and notifications
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Assign tour guides
Make reservations
Confirm suppliers
Create map and route
2 people
Design information boards
2 people
Prepare activities
4 people
Copy worksheets
2 people
Make name stickers
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Sort materials by classroom
3 people
Test the equipment
2 people
Arrange keys and access

Event

Set up the registration desk
3 people
Set up tables
4 people
Set out chairs
4 people
Hang decorations
4 people
Put up tour signs
2 people
Set up stalls
5 people
Connect the technical equipment
2 people
Set up coffee station
3 people
Display snacks
3 people
Check toilets
2 people
Carry out safety checks
2 people
Brief volunteers
2 people
Welcome visitors
4 people
Check off registrations
2 people
Distribute program
2 people
Provide guided tours
4 people
Explain the classrooms
8 people
Assist trial lessons
6 people
Guide the craft activity
3 people
Supervise science experiments
3 people
Guide sports activities
4 people
Coordinate music performances
3 people
Staff the photo booth
2 people
Answer parents’ questions
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Clean toilets in between
2 people
Collect lost property
Announce evening program
Support performances
3 people
Set up evening buffet
4 people
Serve the evening buffet
4 people
Restock drinks in the evening
2 people
Wave goodbye to visitors
3 people

Aftercare

Switch off equipment
2 people
Clear buffet
4 people
Wash dishes
4 people
Sort waste
3 people
Put furniture back
5 people
Remove decorations
3 people
Clean the rooms
5 people
Clean the entrance and hallways
3 people
Thoroughly clean the toilets
2 people
Register lost and found items
Check materials
2 people
Return borrowed items
2 people
Process leftover food
2 people
Dispose of the last waste
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Beer tablesqty 6
Foldable tablesqty 8
Bar stoolsqty 8
Changing room screensqty 4
Party tentsqty 2
Tableclothsqty 20

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 150
Bowlsqty 80
Forksqty 150
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 10
Water jugsqty 12

Equipment

Coffee machinesqty 4
Kettlesqty 3
Coolersqty 6
Wireless microphonesqty 2
Speakersqty 2
Laptopsqty 4
Screensqty 4
Extension cordsqty 8
Power stripsqty 8
Mobile phonesqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 10
Mixing bowlsqty 8
Measuring cupsqty 4
Thermos flasksqty 8
Induction platesqty 2
Food warmersqty 6

Decorations

Buntingqty 12
Balloon archesqty 3
Balloonsqty 300
Chalkboardsqty 12
Directional signsqty 20
Photo backdrop
Table décorqty 20

Sports equipment

Footballsqty 8
Basketballsqty 4
Hoopsqty 12
Conesqty 30
Skipping ropesqty 12
Beanbagsqty 12
Tug of war rope

Creative materials

Colored pencilsqty 30
Markersqty 30
Paint setsqty 12
Brushesqty 60
A4 drawing paperqty 500
Colored paperqty 300
Scissorsqty 30
Glue sticksqty 30
Apronsqty 30

Information

Program flyersqty 300
Name stickersqty 250
Pensqty 40
Clipboardsqty 10
Registration formsqty 200
Envelopesqty 200
Wristbandsqty 250

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 6
Microfiber clothsqty 30
Waste binsqty 12
Hand sanitizer pumpsqty 12

Catering

Groceries

Tips

Set the date and programme before opening registration. Allow at least 6–8 weeks for invitations, room allocation, volunteer planning and any permit or notification requirements.
Close registration 3–5 days before the open day so you can process numbers, dietary requirements and group sizes. Print a visitor list and keep a small buffer for walk-ins.
Assign each tour guide a fixed route, room list and start time. A simple rotation every 20–30 minutes prevents groups from crowding the same classroom.
Sort worksheets, activity materials and name stickers by classroom at least one day ahead. Label each stack with the room name and expected number of visitors.
Finish the physical setup 60–90 minutes before opening. Test microphones, speakers, laptops and screens, check extension cords and power strips, then stock the registration desk and refreshments.

Frequently asked questions

How early should I start planning a school open day?: Start 6–8 weeks before the event. This gives you time to set the programme, allocate rooms, check permits or notifications, send invitations, recruit volunteers and confirm suppliers.
When should registration close for a school open day?: Close online registration 3–5 days before the event. Use that time to process registrations, collect dietary requirements, assign tour groups and prepare name stickers and classroom materials.
How many tour guides do I need for a school open day?: Plan one guide for each tour group running at the same time, plus one spare person for late arrivals or problems. Keep groups to roughly 10–15 visitors where possible so every room can be heard and seen.
How long before opening should a school open day be set up?: Begin the final setup 60–90 minutes before visitors arrive. Set up tables and the registration desk, arrange chairs and signs, test all equipment, check access and keys, and prepare drinks and snacks.

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