Outline
- Choosing the Right Format and Timing
- Registration Process Optimization
- Creating a Welcoming Atmosphere
- On-site Operations Management
- Engagement Strategies for Visitors
- Safety Protocols and Risk Management
- Technology Integration for Better Experience
- Post-Event Follow-up and Evaluation
Have you ever wondered why some open days are packed while others barely get any visitors? The format and timing of your event can make or break its success. It’s not rocket science, but it does need careful thought.
First off, ya gotta decide between in-person, virtual, or hybrid formats. Each has its own pros and cons. In-person events let visitors feel the vibe of your place – they can touch, see, and experience everything directly. Virtual events are great for reaching people who live far away or can’t travel. Hybrid? Well, that’s the best of both worlds, innit?
When picking a date, avoid holidays and major local events. Nobody’s gonna come to your open day if there’s a big football match or a popular festival happening at the same time. I once scheduled an open day during a national holiday and barely anyone showed up – lesson learned!
Consider your target audience’s schedule too. If you’re targeting working professionals, evenings or weekends work best. For parents, school hours might be ideal. Students? Try after-school hours or weekends.
Format Options:
- In-person: Best for showcasing physical spaces and creating personal connections
- Virtual: Ideal for reaching wider audiences and those with travel limitations
- Hybrid: Combines benefits of both approaches but requires more technical setup
Weather is another factor that people often forget about. I remember hosting an outdoor component during an open day in March – big mistake! The unexpected rain sent everyone running for cover. Always have a backup plan for outdoor activities or choose seasons when weather is more predictable.
The duration matters too. Too short and visitors feel rushed; too long and your team gets exhausted. A sweet spot is usually 3-4 hours for in-person events. Virtual events should be shorter – about 1-2 hours max before screen fatigue kicks in.
Activity Days Promotions for Care Homes can provide more specific guidance on timing for care settings. Different sectors have different optimal times – what works for a university won’t necessarily work for a care home or a retail business.
Don’t forget to check what your competitors are doing. You don’t wanna schedule your open day on the same day as a similar organization nearby. I’ve seen this happen and it splits the attendance, making both events less successful.
Finally, consider having multiple sessions throughout the day. This gives visitors flexibility and prevents overcrowding. Morning sessions tend to attract different demographics than afternoon or evening ones, so you might reach a broader audience this way.
Registration Process Optimization
Ever tried signing up for something and gave up coz it was too complicated? That’s exactly what you don’t want happening with your open day registration. Keep it simple, stupid (KISS) is the golden rule here.
Your registration form should ask for essential info only. Name, email, phone number, and maybe one or two specific questions relevant to your event. That’s it. Every extra field reduces completion rates by about 10%, so think twice before adding that “How did you hear about us?” question.
Make sure your registration process works on mobile phones. More than half of people will try to register on their phones, and if they can’t, they probably won’t bother switching to a computer. I once tried to register for an event on my phone while on the train, but the form kept glitching. Did I try again later? Nope!
Essential Registration Form Fields:
- Name
- Email address
- Phone number (optional but useful for reminders)
- Number of attendees
- Special requirements/accommodations
Confirmation emails are super important. Send them immediately after registration with all the key details: date, time, location, parking info, what to bring, and a calendar invite attachment. How to Use Email for Promoting Events and Open Days has great tips on crafting these emails.
Consider using a proper event registration platform instead of just a form on your website. Tools like Eventbrite, Zoom registration (for virtual events), or even Google Forms can make the process smoother. They also help with sending reminders and tracking attendance.
Speaking of reminders – send them! A reminder email 48 hours before and a text message on the morning of the event can significantly boost attendance rates. People are busy and forgetful, a gentle nudge helps.
For larger events, think about using QR codes for check-in. Visitors can just show their phone at arrival, making the process quick and paperless. I implemented this at an event last year and it cut our check-in time by more than half!
Don’t forget about accessibility in your registration process. Can someone with visual impairments use your form? Is the language clear and simple? These small considerations make a big difference in making everyone feel welcome.
Lastly, have a plan for walk-ins. Some people will always show up without registering. How will you handle them? Having a separate check-in area for walk-ins keeps things organized and prevents bottlenecks.
Creating a Welcoming Atmosphere
First impressions matter a ton! When visitors arrive at your open day, they should feel welcome right from the get-go. Think about it – would you stay at an event where you felt awkward or unwelcome? Probably not.
The entrance is super important. Have friendly staff or volunteers greeting people with genuine smiles. Not those fake customer service smiles – real ones! I went to an open day where the greeter was so warm and enthusiastic that it set a positive tone for my entire visit.
Signs matter more than you think. Clear directions help visitors navigate without feeling lost or confused. Nothing makes people more anxious than not knowing where to go. Use large, readable fonts and simple language. And please, check for spelling mistakes! I once saw a sign that accidentally directed people to the “toilet area” instead of the “tour area” – oops!
Welcoming Elements Checklist:
✓ Friendly greeters at entrance points
✓ Clear, professional signage
✓ Comfortable temperature
✓ Background music (if appropriate)
✓ Refreshments available
✓ Resting areas with seating
✓ Clean, accessible facilities
The physical environment plays a huge role in how welcome people feel. Is the temperature comfortable? Is there enough light? Are there places to sit down? Remember that some visitors might be elderly or have mobility issues. Having plenty of seating areas shows you’ve thought about everyone’s comfort.
Refreshments are always a good idea. They give people something to do if they’re feeling awkward and create natural gathering points for conversation. Nothing fancy needed – water, coffee, tea, and some simple snacks work great. I attended an open day that had a local coffee cart giving out free samples – it was a hit!
Music can set the mood, but keep it background-level. You want people to be able to talk without shouting. Choose something neutral that won’t distract or annoy anyone.
Staff training is crucial for creating that welcoming vibe. Everyone representing your organization should know the answers to common questions or at least know who to ask. Nothing makes visitors feel unwelcome like being told “I don’t know” repeatedly with no follow-up.
Digital Marketing Services for Care Homes can help you promote the welcoming atmosphere you’ve created through your online channels before the event.
Don’t forget about inclusivity. Are your facilities accessible to people with disabilities? Do you have staff who can communicate in different languages if needed? These considerations show that you truly welcome everyone.
The little touches often make the biggest difference. Fresh flowers, clean bathrooms, name tags for staff – these small details add up to create an overall impression of care and attention.
On-site Operations Management
Running the actual event smoothly is where the rubber meets the road. You can plan for months, but if the day-of operations fall apart, that’s what people remember.
Check-in is your first operational hurdle. Long lines create a bad first impression. Have multiple check-in stations if you’re expecting lots of visitors. I went to an open day where they had separate lines for last names A-M and N-Z, plus a “fast track” line for pre-registered guests – smart!
Staff positioning is super important. Station team members at key points like entrances, intersections, and near important displays. They should be easily identifiable – branded t-shirts, name badges, or even just matching colors help visitors know who to ask for help.
Check-in Station Essentials:
- Alphabetized attendee lists
- Extra registration forms for walk-ins
- Welcome packets/materials
- Name tags (if using)
- Pens that actually work!
- Hand sanitizer
- Staff with knowledge of the event schedule
Timing is everything during the event. Have a detailed schedule and stick to it as much as possible. If you’re running tours or presentations, start them on time. People get annoyed when they plan around a specific time only to find it delayed.
Bathroom facilities need special attention. Make sure they’re clean, well-stocked, and clearly marked. This sounds basic but gets overlooked surprisingly often. I once attended an open day where the only available restrooms were on a different floor with no signs – it was frustrating!
Technology often causes the biggest headaches. Test all equipment multiple times before the event. Projectors, microphones, registration tablets – everything should be checked the day before AND the morning of. Have backup options ready for critical tech. When the projector failed at an event I was running, we quickly distributed printed handouts of the presentation – crisis averted!
How to Promote Events and Activity Days on Social Media provides tips on real-time social media updates during your event, which can help operations by directing people to different areas or highlighting activities that might have shorter queues.
Crowd management requires attention throughout the day. If certain areas get too crowded, have staff ready to direct visitors to less busy sections. This improves everyone’s experience and ensures all parts of your event get attention.
Don’t forget about staff breaks! Your team needs to eat and rest too. Create a rotation schedule so all areas remain covered while everyone gets breaks. Tired, hungry staff don’t create the best impression.
Finally, have a central command point where staff can report issues and get help. This could be as simple as a designated table with a senior team member. When problems arise (and they will), having a clear reporting structure helps resolve them quickly.
Engagement Strategies for Visitors
Keeping visitors engaged is the secret sauce of successful open days. Nobody wants to just wander around aimlessly or be talked at for hours. Interactive experiences create memorable events that people actually enjoy.
Demonstrations beat explanations every time. Instead of just telling people about what you do, show them! I attended a university open day where instead of just talking about their chemistry program, they had students performing colorful, safe experiments. Guess which department everyone remembered?
Interactive displays give visitors a chance to get hands-on. Touch screens, physical models, or simple activities related to your organization create engagement. People remember what they do much better than what they hear or read.
Engagement Ideas by Visitor Type:
- Families with children: Interactive games, simple hands-on activities, photo opportunities
- Professionals: Networking opportunities, in-depth demonstrations, Q&A sessions with experts
- Elderly visitors: Comfortable seating near demonstrations, printed materials, one-on-one conversations
- Students: Technology integration, peer interactions, challenge-based activities
Gamification adds fun and encourages exploration of your entire event. Consider creating a passport that gets stamped at different stations, a scavenger hunt, or a bingo card of things to find or do. Small prizes for completion can motivate participation. We did this at a community center open day and it transformed the energy completely!
Personal stories create emotional connections. Have real people sharing their experiences with your organization – students, residents, customers, or staff. Authentic testimonials are powerful and relatable in a way that marketing materials never can be.
Social Media Sales Marketing for Care Homes offers insights on creating shareable moments that visitors will want to post about, extending your event’s reach.
Photo opportunities are always popular. Create an attractive backdrop with your branding or a fun prop station. People love taking and sharing photos, giving you free publicity when they post on social media. Just make sure to create a specific event hashtag and display it prominently!
Q&A sessions address visitors’ specific concerns and questions. Schedule these throughout the day and make sure your most knowledgeable team members are available. Having chairs set up encourages people to stay and participate.
Consider different learning styles in your engagement planning. Some people prefer reading, others need to see visuals, and some learn by doing. Providing information in multiple formats ensures everyone can engage in their preferred way.
Food can be an engagement tool too! Themed refreshments related to your organization or local specialties create another talking point. I once attended an open day for a school with an international focus where they served small bites from different countries – it perfectly reinforced their message.
Safety Protocols and Risk Management
Safety might not be the most exciting topic, but ignoring it can turn your perfect open day into a disaster real quick. Smart planning prevents problems before they happen.
First up, crowd management. Know your venue’s capacity and have a plan for controlling flow if needed. I once attended an open day that got so crowded people could barely move – not a good experience for anyone! Consider timed entry tickets if you expect high attendance.
Emergency procedures need to be crystal clear to all staff. What happens if someone gets hurt? What if there’s a fire? Where are the emergency exits? Every team member should know the answers. At minimum, designate and train specific staff as emergency responders.
Essential Safety Equipment:
- First aid kits (multiple, in accessible locations)
- Fire extinguishers
- Emergency contact list
- Two-way radios for staff communication
- Backup power options for critical systems
- Weather protection items (if outdoors)
Weather contingency plans are a must, especially for events with outdoor components. What will you do if it rains? Is there a heat wave plan? I helped organize an open day where we had to quickly move everything indoors due to unexpected storms – having that plan ready saved the event!
Security needs to be present but not intimidating. Visible but friendly security personnel help everyone feel safe without creating an unwelcoming atmosphere. Balance is key here.
Compliance and Legal Considerations provides guidance on ensuring your event meets regulatory requirements, which is especially important in settings like care homes.
Insurance coverage specifically for your event is essential. Check that your existing policies cover open days, or get special event insurance. This protects against liability if someone gets injured or property gets damaged.
COVID-19 changed event planning forever. Even as restrictions ease, many visitors still appreciate health safety measures. Hand sanitizer stations, good ventilation, and options for social distancing show you care about visitor wellbeing.
Accessibility considerations are both a safety and inclusivity issue. Are there clear paths for wheelchairs? Are emergency procedures accessible to people with disabilities? I once attended an event where a visitor in a wheelchair couldn’t access the emergency exit – a serious oversight!
Food safety can’t be overlooked if you’re serving refreshments. Proper handling, storage, and labeling of allergens are non-negotiable. One allergic reaction can overshadow all your careful planning.
Finally, have a crisis communication plan. If something does go wrong, who speaks to visitors? To the media? Having clear messaging ready for various scenarios prevents confusion and misinformation.
Technology Integration for Better Experience
Technology can take your open day from good to great when used thoughtfully. It’s not about using tech for tech’s sake, but about solving real problems and enhancing the visitor experience.
Event apps have become game-changers for open days. They can include maps, schedules, speaker bios, and even personalized agendas. Visitors appreciate having all info at their fingertips. For a university open day I attended, their custom app let me build my own schedule and sent reminders before each session – super helpful!
QR codes are making a huge comeback post-pandemic. They’re a contactless way to share information, register for follow-ups, or collect feedback. Place them strategically throughout your event with clear instructions on what visitors will get by scanning them.
Technology Options by Budget:
Low budget: QR codes, online registration forms, social media integration
Medium budget: Basic event app, digital check-in system, simple virtual tour options
High budget: Custom event app, AR experiences, professional livestreaming, interactive digital displays
Virtual components can expand your reach even for in-person events. Livestreaming key presentations or offering virtual tours allows people who couldn’t attend in person to still participate. This hybrid approach has become increasingly popular and expected.
Digital feedback collection gets you more responses than paper forms. Send a link right after the event while the experience is still fresh. I’ve seen response rates jump from 15% with paper forms to over 60% with digital ones sent immediately after an event.
Care Home Technology AI Bots explores how chatbots can help answer common questions before, during, and after your event, freeing up staff for more complex interactions.
Interactive displays create memorable experiences. Touchscreens with information, games related to your organization, or simple voting systems engage visitors in a way static displays can’t match. A school open day I visited had digital portfolios of student work that visitors could browse – much more engaging than just looking at printed examples!
Social media integration encourages visitors to share their experience. Create photo opportunities with your hashtag displayed prominently. Some organizations even set up screens showing a live feed of posts using their event hashtag, creating a sense of community.
Don’t forget the basics though! Good WiFi that can handle the number of visitors is essential if you’re incorporating any digital elements. I’ve been to events where the technology was impressive but useless because the WiFi couldn’t cope with the demand.
Remember that not everyone is tech-savvy. Always have non-digital alternatives available and staff ready to help those who struggle with technology. Inclusivity means making sure everyone can participate regardless of their tech comfort level.
Post-Event Follow-up and Evaluation
The event might be over, but your work isn’t! What you do after your open day can be just as important as the event itself. Smart follow-up turns interested visitors into engaged supporters.
Send thank-you emails within 24 hours while your event is still fresh in visitors’ minds. Include highlights, photos, and most importantly – clear next steps. After attending a school open day, I received a personalized email mentioning the specific departments I’d visited – that attention to detail impressed me!
Feedback collection is crucial for improvement. Use a short, focused survey asking about specific aspects of the event. What did visitors enjoy most? What could be improved? I find that asking for ratings on a scale (1-5) plus one or two open-ended questions gets the best response rate.
Timeline for Post-Event Activities:
Within 24 hours: Send thank-you email, share photos on social media
Within 48 hours: Send feedback survey
Within 1 week: Begin personalized follow-up with interested visitors
Within 2 weeks: Complete data analysis and create event report
Within 1 month: Hold team debrief and begin planning improvements for next event
Personalized follow-up makes a huge difference. If possible, segment your visitors based on their interests and send targeted information. Generic follow-ups often get ignored, but relevant information gets attention. I once received a follow-up that referenced a specific question I’d asked during the event – it showed they were really listening!
Blogging Content Management for Care Homes provides guidance on creating post-event content that can keep visitors engaged with your organization.
Data analysis helps you understand what worked and what didn’t. Look at attendance numbers, popular and unpopular areas, feedback scores, and conversion rates (how many visitors took the next step with your organization). This information is gold for planning your next event!
A team debrief is essential for capturing insights while they’re fresh. What did staff observe? What questions did visitors ask repeatedly? What operational issues came up? Document everything for future reference. After running an open day, our team realized that one area consistently got overlooked because of its location – we rearranged the layout completely for the next event.
Social media recap posts extend the life of your event. Share photos, quotes from visitors, and highlights. This shows those who attended that they were part of something special and gives those who missed it a glimpse of what to expect next time.
Resource sharing provides additional value. Send links to presentations, handouts, or additional information mentioned during the event. This positions your organization as helpful and informative beyond just the open day itself.
Finally, start planning for next time while lessons are fresh. Create a document with specific recommendations for improvements. The best open days get better each time because they build on previous experiences.
Frequently Asked Questions
How far in advance should I start planning an open day event?
For smaller events, start planning at least 2-3 months ahead. For larger open days with multiple components, begin 4-6 months in advance. The more complex your event, the more lead time you need. Key early tasks include securing the date, booking spaces, and creating a marketing plan.
What’s the ideal duration for an open day?
For in-person events, 3-4 hours is typically ideal. This gives visitors enough time to explore without causing staff fatigue. Virtual open days should be shorter, usually 1-2 hours maximum, as screen fatigue sets in more quickly. Consider offering multiple sessions if you need to accommodate different time zones or schedules.
How can I encourage pre-registration rather than walk-ins?
Offer incentives for pre-registration, such as fast-track check-in, exclusive content, or small giveaways. Make the registration process simple and mobile-friendly. Send reminder emails as the event approaches. Clearly communicate the benefits of registering in advance in all your promotional materials.
What’s the best way to handle no-shows?
Expect a 20-30% no-show rate for free events. To minimize this, send reminder emails 48 hours before and again on the morning of the event. Consider overbooking slightly based on your expected no-show rate. For high-demand events, you might implement a small refundable deposit that’s returned upon attendance.
How do I create an effective event budget?
Start by listing all possible expenses: venue, staff, refreshments, marketing, materials, technology, security, and contingency funds. Research actual costs rather than estimating. Include a 10-15% buffer for unexpected expenses. Track all spending during the planning process and after the event to help budget more accurately next time.
What should I include in post-event follow-up communications?
Thank visitors for attending, share photos or highlights from the day, provide any promised resources or information, include clear next steps or calls to action, and request feedback through a brief survey. Personalize communications where possible based on which activities or areas visitors showed interest in during the event.
How can I make my open day more environmentally friendly?
Reduce paper usage by offering digital programs and information. Use reusable or compostable serving items for refreshments. Consider virtual components to reduce travel. Choose locally-sourced refreshments and suppliers. Ensure recycling stations are available and clearly marked. Communicate your environmental efforts to visitors, as many will appreciate this consideration.
What’s the best way to train staff and volunteers for an open day?
Hold a comprehensive briefing session 1-2 weeks before the event. Create a simple handbook with FAQs, event layout, schedule, and emergency procedures. Assign specific roles based on individuals’ strengths. Pair new volunteers with experienced staff. Conduct a walk-through of the venue if possible. Have a quick refresher meeting on the morning of the event.
Care Home Marketing Disclaimer
Care Home Digital Marketing provides marketing services specifically designed to support care homes with their digital presence, branding, and promotional strategies.
We are marketing specialists, not care providers or healthcare professionals. Nothing on this website, in our content, or within our services should be interpreted as advice or guidance related to the delivery of hands-on care, medical treatment, or clinical practices.
All marketing materials and campaigns created by us are intended solely to enhance visibility, engagement, and communication for care sector businesses.
While we are not involved in the provision of care, we do have personal experience of loved ones living with dementia, as well as those we have sadly lost due to dementia-related illness.
This personal connection drives our deep respect for the care sector and fuels our commitment to helping care homes share their vital work with the world.
For matters relating to the delivery of care, we strongly advise consulting qualified care professionals or relevant regulatory bodies.
