Volunteer coordination open day checklist

Use this checklist to organise a volunteer coordination open day from the first planning decisions to the final room setup. Start by fixing the date, programme, visitor target and rooms, then build the volunteer roles, registration process and schedule around those choices. In the final week, confirm suppliers, presentations and dietary requirements, and prepare badges, attendance lists, signs and printed information. Allow extra time for catering, equipment testing and briefing hosts before visitors arrive.

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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
2 people
Define the target group and number of visitors
2 people
Check venue and rooms
2 people
Reserve rooms and setup
Describe volunteer roles
2 people
Invite volunteers
2 people
Open the registration form
Send invitations
2 people
Publish open day online
Distribute promotional posters
3 people
Process registrations
Collect dietary requirements
Create the volunteer schedule
2 people
Send program to attendees
Confirm suppliers and bookings
Create floor plans and signage
2 people
Collect presentations and demonstrations
2 people
Brief the hosts
2 people
Create catering menu
2 people
Check the shopping list
2 people
Prepare name badges
2 people
Print information materials
2 people
Print attendance list
Do the shopping
3 people
Setting up shelf-stable catering
2 people
Check refrigerated products
2 people
Bring materials to the venue
4 people
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up information stands
4 people
Set up the reception desk
2 people
Hang decorations
3 people
Set up signage
2 people
Connect sound equipment
2 people
Test the presentation room
2 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Chill drinks
2 people
Set out tableware and cutlery
2 people
Lay out name badges
Hold a volunteer briefing
6 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Distribute program
2 people
Guide visitors around
4 people
Staff the information booth
6 people
Serve coffee and tea
2 people
Serve snacks
2 people
Facilitate presentations
2 people
Supervise activities
4 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Answer visitor questions
2 people
Capture photo moments
Escort the last visitors
2 people
Store leftovers safely
2 people

Aftercare

Gather information materials
3 people
Remove decorations
3 people
Dismantle tables and chairs
4 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the venue
4 people
Switch off equipment
2 people
Return materials
3 people
Return borrowed items
2 people
Check remaining stock
2 people
Follow up with participants
2 people
Thank volunteers
2 people
Store photos securely

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 80
High tablesqty 4
Table skirtsqty 10
Folding chairsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6
Power banksqty 2

Decorations

Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Table décorqty 10
Chalkboardsqty 8
Markersqty 12
Tapeqty 6
Ropeqty 2
Scissorsqty 6

Catering

Thermos dispensersqty 4
Drink dispensersqty 4
Serving trays with lidsqty 8
Ice packsqty 20
Water jugsqty 8
Bread basketsqty 6
Milk jugsqty 6
Sugar bowlsqty 6
Spice racksqty 2

Registration

Name badgesqty 100
Badge holdersqty 100
Clipboardsqty 6
Pensqty 30
Registration traysqty 4
Information foldersqty 100
Leafletsqty 150
Notepadsqty 30
Envelopesqty 100
Directional signsqty 12
Program flyersqty 150

Lighting

LED lampsqty 8
String lightsqty 4
Battery lanternsqty 6

Safety

First aid kit
Flashlightsqty 4
Cable matsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 8
Waste binsqty 8
Waste sorting binsqty 4
Hand soap dispensersqty 4
Napkin dispensersqty 8
Washing-up bowlsqty 4

Groceries

Groceries

Tips

Set the visitor target before booking rooms or furniture. It determines how many tables, chairs, high tables and serving places you need, as well as whether party tents or extra rooms are required.
Open registration early enough to process responses and dietary requirements before buying food. Give yourself at least 7 days to turn registrations into a volunteer schedule and catering quantities.
Test every presentation setup before the event starts. Check the laptops, projector, projection screen, speakers, microphone, extension cords and power strips in the actual room, not just at home.
Prepare the arrival materials together: name badges, printed information, the attendance list and clear signage. Put the list and badges at the entrance and label rooms before hosts begin welcoming visitors.
Set up shelf-stable catering before the programme begins, then keep chilled items in coolers until needed. Count coffee cups, glasses, plates, cutlery and serving utensils separately so missing tableware is found before guests arrive.

Frequently asked questions

How far in advance should I plan a volunteer coordination open day?: Fix the date and check the venue at least 6 to 8 weeks ahead. Open registration early enough to allow a full week for processing responses, dietary requirements and the volunteer schedule.
How many chairs do I need for a volunteer open day?: Plan one chair per expected seated visitor or volunteer, then add 10% if space allows. Count hosts, presenters and support volunteers separately instead of using only the visitor estimate.
When should I confirm catering for a volunteer coordination open day?: Confirm the menu and suppliers at least 7 days before the event, after checking registrations and dietary requirements. Complete the shopping and shelf-stable setup on the final day or the morning before opening.
What equipment should I test before the open day?: Test each laptop, projector, screen, speaker, microphone, extension cord and power strip in the assigned room at least 24 hours beforehand. Keep a spare connection cable and a named person responsible for technical support.

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.