Showroom open day checklist

A showroom open day runs smoothly when visitors can register quickly, find the right products and move between demonstrations without confusion. This checklist takes you from setting the date and sending invitations to preparing catering, signage and equipment on the day. It also covers details that are easy to leave too late, such as dietary requirements, name badges, the printed visitor list and a final weather check. Use the full plan to coordinate the 42 tasks and 41 items needed for the event.

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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 date and opening hours
Write invitation text
Send invitations
2 people
Register sign-ups
Update registrations weekly
Collect dietary requirements
Book catering
Schedule demonstrations
2 people
Collect presentation materials
2 people
Prepare name badges
Print the visitor list
Check the weather forecast
Pick up groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Clean the showroom
3 people
Dust products
2 people
Set up tables and chairs
3 people
Set up the reception desk
2 people
Set up the catering buffet
3 people
Set up demonstration stations
3 people
Hang decorations
2 people
Put up signage
2 people
Test the equipment
2 people
Set up music
Briefing for reception team
4 people

Event

Welcome visitors
3 people
Hand out name badges
2 people
Provide guided tours
3 people
Demonstrate products
3 people
Serve snacks
2 people
Refill drinks
2 people
Clear buffet and tables
2 people
Wave goodbye to visitors
2 people

Aftercare

Switch off equipment
2 people
Wash dishes
2 people
Collect waste
2 people
Clear the showroom
4 people
Clean the showroom
3 people
Put materials back
3 people
Return materials
2 people
Store leftover catering
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Reception desk
Clothes racksqty 2

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving plattersqty 10
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Laptop
Tablet for registration
Monitor screen
Portable speaker
Extension cordsqty 4
Power stripsqty 4

Decorations

Balloonsqty 100
Buntingqty 6
Tableclothsqty 8
Flower arrangementsqty 6
Name badgesqty 100
Information boardsqty 8
Directional signsqty 6
Brochure holdersqty 8

Kitchen

Pitchersqty 6
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Coolersqty 3
Storage binsqty 8

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the opening hours before writing the invitation, then allow time for setup before the first visitor arrives. Send invitations early enough to collect registrations and dietary requirements before booking catering.
Update registrations once a week and print the visitor list close to the event. Prepare name badges from the latest list so changes and cancellations do not leave you checking names at the reception desk.
Schedule demonstrations with clear start times and collect the presentation materials in advance. Test the laptop, monitor, speaker and any other equipment before visitors arrive, not during the first demonstration.
Finish the showroom setup in stages: clean and dust the products first, then arrange tables, chairs, the reception desk, buffet and demonstration stations. Put up directional signs after the layout is final so they point visitors correctly.
Check the weather forecast before the event and adjust practical arrangements if needed. Chill drinks and prepare snacks shortly before opening, while coffee equipment, cups, glasses and serving items are already placed at the catering area.

Frequently asked questions

How far in advance should I send showroom open day invitations?: Send invitations several weeks before the open day so visitors have time to respond. Review registrations weekly and set a clear deadline for dietary requirements before confirming catering.
When should I print the visitor list for a showroom open day?: Print the list on the day before the event or on the morning of the open day after the final registration update. Keep the tablet available as well, because late arrivals and last-minute changes are common.
How early should I set up a showroom before an open day?: Allow at least 2–3 hours for cleaning, product dusting, furniture placement, signage, catering and equipment tests. Add extra time if several demonstration stations need separate setup or troubleshooting.
How much food and drink do I need for a showroom open day?: For a short open day, plan roughly 2–3 drinks per visitor during the first hour, then adjust for the expected stay. Order catering from the confirmed registration count and add a small buffer for walk-ins and late sign-ups.

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.