University open day checklist

A university open day depends on many moving parts: visitors must register, rooms need to be ready, and tours and workshops have to run on time. Start with the programme and room bookings, then confirm presenters, student ambassadors and access routes. In the final week, prepare badges, folders, attendance lists and workshop packs, and test every presentation setup. This checklist also covers the details that are easy to miss, from dietary requirements and parking information to chargers, cables and cooled drinks.

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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

Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Reserve rooms
Plan guided tours
2 people
Schedule workshops
2 people
Inform the presenters
Schedule student ambassadors
2 people
Map out the route across campus
2 people
Check accessibility
2 people
Check parking information
Check escape routes
2 people
Design floor plans
Create the program overview
Design signage
Prepare name badges
3 people
Assemble information folders
4 people
Print attendance lists
Assemble workshop packs
4 people
Collect presentations
Test presentations
2 people
Order catering
Do the shopping
3 people
Fill coolers
2 people
Prepare snacks
4 people
Prepare coffee and tea
2 people
Set up tables
5 people
Set up chairs
5 people
Set up registration desk
3 people
Set up information stands
8 people
Set up workshop rooms
6 people
Connect the projectors
3 people
Connect sound equipment
3 people
Hang up signage
4 people
Hang up decorations
3 people
Set out materials for each booth
6 people
Restock sanitary facilities
2 people
Brief the registration team
2 people
Brief the ambassadors
2 people
Carry out the final safety check
2 people

Event

Welcome visitors
6 people
Register visitors
5 people
Distribute program
3 people
Answer questions at the info desk
4 people
Guide tours
8 people
Lead the workshops
10 people
Facilitate presentations
3 people
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
3 people
Keep the buffet clean and stocked
3 people
Collect waste
2 people
Check toilets periodically
2 people
Register lost and found items
Wave goodbye to visitors
3 people

Aftercare

Switch off equipment
3 people
Gather information materials
4 people
Wash dishes
4 people
Take down the buffet
4 people
Clear tables and chairs
6 people
Remove decorations
3 people
Remove signage
4 people
Take waste to the collection point
3 people
Clean rooms
5 people
Clean the restrooms
2 people
Return materials
4 people
Return borrowed equipment
2 people
Store leftover groceries
2 people
Hand over lost and found items
Archive registration details

What to bring

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

Furniture

Tablesqty 24
Chairsqty 320
High tablesqty 12
Clothes racksqty 2
Tableclothsqty 24
Storage cratesqty 20

Equipment

Laptopsqty 8
Tabletsqty 6
Projectorsqty 4
Projection screensqty 4
Portable speakersqty 3
Wireless microphonesqty 4
HDMI cablesqty 8
Extension cordsqty 8
Power stripsqty 16
Laptop chargersqty 8
USB sticksqty 6
Cable traysqty 12

Tableware

Reusable cupsqty 350
Glassesqty 250
Platesqty 350
Cutlery setsqty 350
Coffee cupsqty 180
Serving plattersqty 20
Serving trays with lidsqty 12
Serving tongsqty 16
Thermos flasksqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 4
Coolersqty 8
Cutting boardsqty 6
Bread knivesqty 6
Kitchen knivesqty 6
Measuring cupsqty 4
Food containersqty 20
Allergen labelsqty 100

Decorations

University flagsqty 12
Decorative bannersqty 10
Table decorationsqty 24
Poster standsqty 20
Directional signsqty 35
Info boardsqty 20
Badge holdersqty 80
Lanyardsqty 80

Lighting

LED table lampsqty 12
LED string lightsqty 8

Cleaning

Waste binsqty 18
Recycling binsqty 8
Mugsqty 3
Bucketsqty 3
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Microfiber clothsqty 30

Safety

First aid kitsqty 2
Flashlightsqty 4
Barrier tapeqty 4
Gaffer tapeqty 12

Paper goods

Printer paperqty 10
Pensqty 80
Clipboardsqty 12
Name stickersqty 400
Notepadsqty 100
Color markersqty 12
Scissorsqty 8
Glue sticksqty 12

Catering

Groceries

Tips

Close registration at least 3–5 days before the open day so you can process names, print attendance lists and prepare name badges without last-minute changes.
Walk the full campus route one week before the event with accessibility in mind. Check entrances, lifts, parking information, escape routes and every sign visitors will need to follow.
Test each presentation at least one day beforehand using the actual laptop, projector, screen, HDMI cable, microphone and speakers. Pack spare chargers, extension cords, power strips and USB sticks together.
Give presenters and student ambassadors their schedules at least 7 days ahead, including room names, arrival times and route details. Keep one printed programme overview at registration for quick questions.
Confirm catering numbers after dietary requirements are collected, then prepare cups, glasses, plates, cutlery, serving equipment, coffee machines, kettles and coolers before doors open.

Frequently asked questions

How far in advance should you plan a university open day?: Start planning at least 8–12 weeks before the event. Reserve rooms and set the programme first, then allow 3–4 weeks for registrations, presenter coordination, tours and workshop preparation.
When should university open day registration close?: Close registration 3–5 days before the open day if you need printed attendance lists, name badges and catering numbers. Keep a clear process for late registrations at the entrance.
How many student ambassadors are needed for a university open day?: Plan one ambassador for each guided tour group, plus at least two people at registration and one roaming contact for directions. Add extra coverage when several workshops or campus routes run at the same time.
When should equipment for an open day be tested?: Test laptops, projectors, screens, microphones, speakers and presentation files at least 24 hours before the event. Check every room separately and label cables, chargers and adapters so setup does not delay the programme.

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