Synagogue open day checklist

A synagogue open day needs more than a date, a welcome desk and a few tours. You need a clear visitor flow, trained guides, accurate information and enough time between rounds for questions. Start by publishing the opening hours and processing registrations, then confirm dietary requirements, speakers and volunteers. In the final week, check presentations, signs, emergency exits and technical equipment. This checklist brings those steps together so visitors can move through the building comfortably and know where to go.

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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

Publish the date and opening hours
Send invitations
2 people
Announce the open day online
Process registrations
Collect dietary requirements
Arrange tour guides
Organize the schedule and rounds
2 people
Inform speakers and volunteers
Make material reservations
Prepare visitor information
2 people
Make route and behavior signs
Print program flyers
Prepare name badges
2 people
Check presentations
2 people
Prepare tour content
3 people
Do the shopping
2 people
Fill coolers
2 people
Prepare snacks
3 people
Hold a volunteer briefing
3 people
Inspect venue and rooms
2 people
Check entrance and emergency exits
2 people
Set up tables and chairs
4 people
Set up the reception table
2 people
Set up the coffee and tea station
2 people
Connect the technical equipment
2 people
Set out presentation materials
2 people
Set up information tables
3 people
Hang decorations
2 people
Set up signage
2 people
Check and restock toilets
Set out snacks and drinks
3 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Explain the program and rules
Guide visitors to the tours
2 people
Give tours
3 people
Host lectures
2 people
Answer visitors' questions
2 people
Serve snacks
2 people
Refill drinks
2 people
Clear away dishes
2 people
Check toilets periodically
See off the last visitors
2 people

Aftercare

Switch off the equipment
2 people
Clear the venue completely
5 people
Put the tables and chairs back
4 people
Wash dishes
3 people
Collect and remove waste
2 people
Clean halls and toilets
3 people
Check borrowed materials
2 people
Return materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 80
Reception desk
Clothes racksqty 2
Bollardsqty 8

Equipment

Laptopqty 2
Projector
Projection screen
Portable speaker
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 2
Serving trays with lidsqty 6

Decorations

Information boardsqty 8
Tableclothsqty 8
Name badge holdersqty 30
Brochure holdersqty 8
Pensqty 30

Lighting

LED table lampsqty 6
LED string lightsqty 3

Safety

Flashlightsqty 4
First aid kit
Cable matsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Waste binsqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Publish the date and opening hours early, then send invitations and track registrations in one place. Set a closing date for registrations several days before the open day so you can prepare name badges, visitor information and dietary notes.
Plan tours in fixed rounds rather than letting visitors gather at random. Allow time between rounds for groups to leave rooms, reset the route and answer questions without blocking the reception area.
Brief speakers, volunteers and tour guides before the event starts. Give each person the schedule, their meeting point, the tour content and clear instructions on visitor behaviour and emergency exits.
Inspect the entrance, rooms and emergency exits before setting up tables and chairs. Place route and behaviour signs where visitors make decisions, not only at the reception desk, and keep access routes clear of equipment and clothing racks.
Test the laptop, projector, screen, portable speaker and wireless microphones before visitors arrive. Set up the coffee and tea station separately from the reception table, and prepare covered serving dishes, reusable cups and coolers so refreshments do not interrupt check-in.

Frequently asked questions

How far in advance should I announce a synagogue open day?: Publish the date and opening hours at least 3 to 4 weeks in advance. Send invitations as soon as the programme and registration method are ready, then share a reminder about 3 to 5 days before the event.
How many tour guides do I need for a synagogue open day?: Plan at least 1 guide per tour group, plus 1 coordinator for the schedule and visitor flow. If several rounds run at the same time, confirm one guide for each route and keep one volunteer available for late arrivals and questions.
When should I collect dietary requirements?: Ask for dietary requirements during registration and close the collection point at least 3 days before the open day. Use the final number to plan snacks, serving dishes and clearly separated options.
What should I check on the morning of a synagogue open day?: Allow at least 90 minutes for the final setup and checks. Inspect emergency exits, signs, reception materials, name badges, tour rooms, refreshments and every piece of presentation equipment before opening the doors.

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.