School open house checklist

A school open house needs more than invitations and a welcome desk. You need a clear visitor route, staffed rooms, working presentation equipment and enough refreshments for the busiest arrival period. Start with the date, programme and room plan, then move through registration, volunteer briefings, catering and printed materials. Use this checklist to keep demonstrations, dietary requirements, signage and room-by-room setup from becoming last-minute problems.

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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
Assign rooms and spaces
2 people
Create a visitor map
2 people
Draft invitations
2 people
Send invitations
2 people
Publish open day online
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Brief guides
3 people
Collect presentations
2 people
Document demonstrations
2 people
Reserve suppliers
Order catering
2 people
Reserve drinks service
Check equipment in each room
3 people
Design signage
2 people
Print signage
Print name badges
Print presentation materials
2 people
Do the shopping
3 people
Check fresh produce
2 people
Chill drinks
2 people
Distribute materials by room
4 people
Prepare the registration list
Arrange keys and access
2 people
Check toilets
2 people
Check Driveway and Entrance
2 people
Prepare coffee station
2 people
Set up buffet tables
3 people
Set up tables and chairs
5 people
Set up the reception desk
2 people
Hang decorations
3 people
Put up info boards
3 people
Place route signs outside
2 people
Test equipment in the presentation room
2 people
Set up the practical classroom safely
3 people
Display projects and assignments
4 people
Set out coffee and tea
2 people
Prepare snacks
4 people
Fill the catering buffet
3 people
Briefing for reception team
3 people
Give the guide briefing
3 people
Test registration system
2 people

Event

Open the entrance
2 people
Welcome visitors
4 people
Register visitors
3 people
Distribute program
2 people
Guide tours
8 people
Lead presentations
4 people
Guide demonstrations
6 people
Supervise children's activities
4 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Guide the route and crowd flow
3 people
Answer visitors' questions
4 people
Record sign-ups for follow-up contact
2 people
Finish final tour
3 people
Wave Visitors Off Warmly
3 people

Aftercare

Collect Materials from Classrooms
4 people
Tear down the buffet
3 people
Store food refrigerated
2 people
Clear away drinks stock
2 people
Clear tables and chairs
5 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the rooms
5 people
Clean the restrooms
2 people
Remove signage
2 people
Sort borrowed materials
2 people
Return materials
2 people
Store leftover stock
2 people
Securely archive registration details
Send thank-you message
Confirm Follow-up Appointments
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 180
Reception desk
High tablesqty 8
Tableclothqty 18
Coat racksqty 4

Tableware

Coffee cupsqty 150
Glassesqty 200
Platesqty 200
Forksqty 200
Knivesqty 100
Spoonsqty 150
Serving spoonsqty 12
Small bowlsqty 20
Serving plattersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Kitchen knivesqty 6
Serving tongsqty 8
Measuring cupsqty 4
Aluminum foilqty 4
Cling filmqty 4

Equipment

Laptopsqty 6
Projectorsqty 3
Projection screensqty 3
Extension cordsqty 12
Power stripsqty 10
HDMI cablesqty 6
Microphonesqty 3
Portable speakersqty 3
Tabletsqty 4
Chargersqty 8
Notice boardsqty 12
Flip chartsqty 4
Markersqty 24

Decorations

Balloonsqty 300
Balloon pumpqty 3
Buntingqty 12
School bannersqty 4
Flower arrangementsqty 8
Tapeqty 12
Double-sided tapeqty 6
Ropeqty 4

Lighting

LED string lightsqty 6
Battery lampsqty 8

Cleaning

Waste binsqty 12
Mopsqty 6
Bucketsqty 6
Broom setsqty 4
Dustpan and brushqty 6
Cleaning glovesqty 12
Hand soap dispensersqty 8

Catering

Groceries

Tips

Publish the programme and visitor map before sending invitations, so families can see which rooms they will visit and how long the open house takes. Open registration early enough to process numbers and dietary requirements before catering is ordered.
Assign volunteers to specific rooms and arrival shifts, rather than simply asking for general help. Give guides a short briefing with the visitor route, presentation times and the person to contact if a room or demonstration has a problem.
Check every room at least one day before the event. Test laptops, projectors, screens, extension cords and power strips where they will be used; do not assume equipment can be moved or connected safely on the day.
Print signs, name badges and presentation materials before the final setup period. Place materials in labelled room piles so volunteers can distribute them without carrying mixed supplies around the building.
Plan refreshments around the arrival rush, not just the total headcount. Chill drinks in advance, prepare coffee equipment, and confirm that cups, glasses, plates, cutlery and serving utensils match the catering order.

Frequently asked questions

How early should you start planning a school open house?: Start at least 6 to 8 weeks before the event. Set the date and programme first, then allow time for invitations, registrations, volunteer assignments, supplier bookings and printed materials.
When should school open house invitations be sent?: Send invitations about 4 weeks before the open house, with registration open at the same time. Set a registration deadline 7 to 10 days before the event so you can process attendance and dietary requirements before ordering catering.
How many volunteers do you need for a school open house?: Plan at least one volunteer for reception and one guide for each active visitor route or busy room at the same time. Add a reserve of 2 to 3 people for breaks, late arrivals and unexpected room or equipment issues.
When should equipment and signage be checked for a school open house?: Check equipment and room layouts 1 day before the event, then do a final walk-through 60 to 90 minutes before doors open. Test every projector, laptop, screen, extension cord and power strip in its assigned room.

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.