Union open day checklist

A union open day needs more than a programme and a room. You need a clear registration process, staffed information desks, working presentation equipment and enough time to handle dietary requirements. This checklist takes you from setting the date through catering, volunteer assignments and venue setup. Use it to keep the practical details together, especially the items that are easy to leave until the final week, such as name badges, signage, presentation files and transport.

Organize this event for free with Lizzt

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
Reserve a room
Check permits
Design invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Publish the program
Confirm speakers
Assign volunteers
2 people
Assign info stands
2 people
Order catering
2 people
Check equipment
2 people
Print promotional materials
Prepare name badges
2 people
Create signage
2 people
Collect presentations
Test the equipment
2 people
Check route to venue
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Transport materials
3 people
Open venue
2 people
Check the rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up information stands
4 people
Set up registration desk
2 people
Set up stage area
3 people
Connect the sound system
2 people
Set up presentations
2 people
Hang decorations
3 people
Set up signage
2 people
Build the catering buffet
3 people
Set up coffee station
2 people
Check sanitary facilities
Place waste stations
2 people
Brief volunteers
2 people
Do final safety check
2 people

Event

Welcome visitors
4 people
Register sign-ups
3 people
Hand out name badges
2 people
Staff info booths
8 people
Guide tours
2 people
Facilitate presentations
2 people
Operate the microphone
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Empty trash bins
2 people
Check toilets
Answer visitor questions
2 people
Guide photo moments
Inform last visitors
2 people
Wave goodbye to visitors
3 people

Aftercare

Catering breakdown
3 people
Switch off equipment
2 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
3 people
Clean rooms
4 people
Pack up materials
3 people
Return materials
2 people
Keep lost and found items
Return venue keys

What to bring

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

Furniture

Information desksqty 8
Buffet tablesqty 4
Registration desk
Chairsqty 100
Bar stoolsqty 8
Clothes racksqty 2
Foldable tablesqty 2
Tableclothsqty 14

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Serving jugsqty 6
Thermos flasksqty 4
Ice spoonsqty 2

Decorations

Buntingqty 8
Balloon archesqty 2
Flower arrangementsqty 6
Table signsqty 14
Roll-up bannersqty 4
Poster presentation racksqty 4
Name badge holdersqty 120
Pen holdersqty 8

Lighting

LED string lightsqty 6
LED spotlightsqty 4
Lanternsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving spoonsqty 8
Scissorsqty 4
Aluminum foilqty 2
Food storage containersqty 12
Ice packsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Hand broomsqty 4

Catering

Groceries

Tips

Set the date and programme before sending invitations. Open registration only after the room, schedule and key speakers are sufficiently confirmed, so visitors are not registering for details that may change.
Close or review registrations several days before the event and turn dietary requirements into a final catering count. Keep the list with the person placing the catering order rather than relying on informal replies.
Give volunteers specific positions and times, including the registration desk, information desks and route guidance. A short written briefing prevents the first arrivals from finding an unstaffed desk while everyone is still preparing.
Test the laptop, projector, projection screen, speakers and wireless microphones in the actual room before the open day. Check extension cords, power strips and charging stations at the same time; missing connections are often discovered too late.
Prepare signage, name badges and promotional materials before loading the transport. Pack presentation files, serving equipment and refreshments separately, and chill drinks only after you know when they can be moved without warming up.

Frequently asked questions

How far in advance should I organise a union open day?: Start planning at least 6–8 weeks before the event. That gives you time to reserve a room, confirm speakers, open registration, order catering and assign volunteers without compressing every decision into the final week.
When should registration open for a union open day?: Open registration once the date, venue and main programme are confirmed, usually 4–6 weeks beforehand. Review registrations daily and collect dietary requirements before placing the final catering order.
How many volunteers do I need for a union open day?: Plan at least one volunteer for registration, one for each active information desk and one person responsible for room and equipment support. Add cover for breaks, especially if the event runs longer than 3 hours.
When should I test the equipment for a union open day?: Test the projector, screen, laptop, speakers and microphones in the venue at least 3–5 days before the event. Repeat a brief sound and presentation check on the day, before visitors arrive.

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.