Town hall open day checklist: plan it in the right order

A town hall open day needs more than an attractive programme. Visitors must know where to register, how to reach each room and when tours start, while staff need clear instructions for questions, safety and crowd flow. Use this checklist to work from the programme and building layout through invitations, registrations, suppliers and final room checks. Build in time for dietary information, printed materials, name badges, presentations and the practical coffee, drinks and catering setup that is often left until the last minute.

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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
3 people
Determine the spaces and walking route
2 people
Check permits and notifications
2 people
Assign staff and guides
2 people
Send invitations
2 people
Publish open day online
Process registrations
2 people
Collect dietary requirements
Order catering
2 people
Book tours
Confirm supplier agreements
Send program to attendees
Create floor plans and signage
2 people
Prepare info stands in content
6 people
Collect presentations and videos
3 people
Write volunteer instructions
2 people
Share the safety and evacuation plan
2 people
Check catering quantities
2 people
Prepare name badges
2 people
Print visitor forms
Do the shopping
3 people
Check rooms
2 people
Prepare materials
4 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Unpack and present the snacks
3 people
Set up tables and chairs
6 people
Set up info stands
8 people
Hang decorations
3 people
Set up signage
3 people
Test equipment and presentations
2 people
Set up registration desk
2 people
Check and restock toilets
2 people
Give staff briefing
12 people

Event

Open doors and reception
4 people
Register visitors
3 people
Explain the program
2 people
Guide tours
4 people
Staff info booths
10 people
Lead presentations
3 people
Supervise children's activities
3 people
Assist at the photo spot
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Check the signage
Operate technical equipment during presentations
2 people
Register lost and found items
Inform last visitors
3 people
Guide visitors out safely
4 people

Aftercare

Take down the information booths
6 people
Clear tables and chairs
6 people
Switch off equipment
2 people
Chill leftover catering
2 people
Collect tableware and glassware
4 people
Sort and remove waste
3 people
Clean rooms
4 people
Clean the restrooms
2 people
Remove decorations
3 people
Return materials
3 people
Return borrowed equipment
2 people
Handle lost and found
Securely archive registration details
Send thank-you message

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
High tablesqty 8
Tableclothqty 18
Changing room rackqty 2

Registration

Registration desk
Registration formsqty 150
Name badgesqty 130
Badge holdersqty 130
Pensqty 30
Clipboardsqty 6
Guest book

Decorations

Balloonsqty 100
Pennant garlandsqty 8
Flower arrangementsqty 8
Table décorqty 18
Photo backdrop
Photo propsqty 12

Signage

Directional signsqty 20
Program postersqty 12
Info postersqty 20
Arrow stickersqty 30
Bollardsqty 12

Equipment

Laptopqty 3
Projectorqty 2
Projection screenqty 2
Portable speakerqty 2
Wireless microphoneqty 2
Extension cordsqty 8
Power stripsqty 10
Charging cablesqty 8
Power banksqty 4

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 12
Bottle openersqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Cleaning bucketqty 4
Mopsqty 4
Vacuum cleanerqty 2
Cleaning clothsqty 20
Hand soap dispensersqty 8

Safety

Flashlightsqty 6
High-visibility vestsqty 12
First aid kit
Cable matsqty 10

Catering

Groceries

Tips

Set the route before producing signs. Walk it as a visitor would, then mark registration, toilets, tour meeting points, information stands and exits; prepare arrows and room signs for every decision point.
Close registrations early enough to act on the numbers. Use the final count to prepare badges, visitor forms, chairs, catering and tour groups, and collect dietary requirements before placing the food order.
Give each guide a written running order. Include where to meet, how long the tour lasts, the route, what to do with late arrivals and who to contact if a room or presentation is unavailable.
Test every presentation room before doors open. Check the laptop, projector, screen, speaker, wireless microphone, extension cords and power strips with the actual presentations and videos, not just with a blank slide.
Treat opening time as a separate setup deadline. Chill drinks, make coffee and tea, check rooms, place clipboards and pens at registration, and put out the safety and evacuation information before the first visitor arrives.

Frequently asked questions

How far in advance should I plan a town hall open day?: Start the programme, room plan and permit or notification checks at least 8 to 12 weeks ahead. Send invitations once the date, visitor route and main activities are confirmed, then use the final 7 days for printing, supplier confirmations and room checks.
How many staff do I need for a town hall open day?: Assign at least one person to registration, one coordinator for every active tour or visitor group, and one event lead who can handle problems. Add cover for breaks and busy arrival periods; a single guide should not also be expected to manage the registration desk.
When should I order catering for a town hall open day?: Request quotes and confirm the supplier once the programme and expected attendance are stable, usually 2 to 4 weeks before the event. Give the final headcount and dietary requirements as soon as the supplier's deadline allows, then recheck quantities during the final week.
What should I prepare on the day before a town hall open day?: Print the programme, visitor forms, signs and name badges, assemble registration materials, and check every room and route. Confirm suppliers, charge or test presentation equipment, chill drinks where possible and leave only final placement, coffee and tea preparation for event day.

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.