Inventory the message and the physical item
An open-day inventory should answer two questions: what information is needed, and which existing equipment can carry it? Give each banner, panel, sign and frame an identifier. Record its dimensions, location, ownership, condition and message version. Group items by destination and purpose without assuming that matching branding makes them physically interchangeable. Keep unidentified equipment separate from confirmed models.
Check current content before scheduling a refresh
Ask the responsible content owners to review programme names, room locations, dates, contacts and accessibility information. A reusable structure can remain useful while its graphic becomes outdated. Identify which message can be retained, which needs a new graphic and which item no longer has a purpose. Record the decision and approver rather than treating a familiar sign as automatically current.
Plan allocation around availability and fit
Confirm measured openings, fixings, transport arrangements and the periods when equipment is needed elsewhere. A planned loan is not available stock until the owner accepts it. Keep condition checks and any unresolved defects beside the allocation. If an item needs specialist assessment, leave its ready state unresolved; an inventory count is not evidence that every unit can be safely deployed.
Build the record that survives the event
Start with the Asset import sheet and use the availability planner to explore competing dates. Prepare a location list and identify who will record installation, return and post-event condition. After the open day, update actual use and the storage location instead of preserving the plan as history. Local records support your team conversation; Leaf Accord does not reserve campus equipment or publish an operational booking.