What you need for an allotment association open day

An allotment association open day needs more than snacks and a few tables. Plan supplies for the reception desk, guided tours, refreshments, children’s activities and visitors moving around the grounds. Reusable tableware, coolers, thermos flasks and serving equipment cover the food and drink stations, while signs, name badges and banners help people find their way. Check power, shelter and waste arrangements before the day, especially if activities and refreshments are spread across the site.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Beer tablesqty 4
Waste binsqty 8

Tableware

Reusable platesqty 120
Reusable cupsqty 160
Coffee mugsqty 80
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Megaphone

Decorations

Bannersqty 3
Pennant stringsqty 8
Tableclothsqty 10
Name badgesqty 100
Chalkboardsqty 6

Activities

Children's wheelbarrowsqty 2
Garden glovesqty 20
Plant potsqty 100
Hand scoopsqty 20

Lighting

LED light stringsqty 6
LED lampsqty 4

Cleaning

Broomsqty 4
Litter pickersqty 2
Bucketsqty 4
Cleaning clothsqty 20

Safety

First aid kit

Reception

Registration formsqty 120
Information leafletsqty 150
Pensqty 20
Route arrowsqty 20

Catering

Groceries
- Coffee - 3 packs
- Tea bags - 2 boxes
- Decaf coffee - 1 pack
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweetener - 1 box
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Rosé wine - 6 bottles
- White wine - 4 bottles
- Mini bake-off rolls - 150 pieces
- Whole grain bread - 6 loaves
- Unsalted butter - 2 packs
- Mild matured cheese - 3 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 1 kilogram
- Hummus - 8 tubs
- Egg salad - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Red peppers - 12 pieces
- Apples - 8 kilograms
- Grapes - 5 kilograms
- Bananas - 5 kilograms
- Strawberries - 4 kilogram
- Apple pies - 6 pieces
- Vegan cake - 3 pieces
- Gluten-free cake - 2 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Salted peanuts - 4 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand soap - 6 bottles
- Paper hand towels - 6 packs

Tips

Allow 2–3 drinks per visitor for the first hour, then about 1 drink per hour. Use coolers for cold drinks and thermos flasks for coffee or tea so the service points stay stocked.
Plan one reusable plate, cup and cutlery set per expected guest, plus at least 10% extra for replacements during the day. Bring serving platters, tongs, cutting boards and knives for the buffet.
Provide one waste bin beside the buffet and drinks table, one near the reception area and one near activities. Empty them before they are full, rather than waiting until the end of the event.
Set aside name badges, chalkboards, banners and pennant strings before volunteers arrive. Prepare signs for reception, toilets, guided tours and children’s activities at least one day in advance.
Check the garden paths and power supply before setting up. Allow enough extension cords and power strips for coffee machines, kettles and speakers, and keep cables away from walking routes.

Frequently asked questions

What food and drink do I need for an allotment open day?: Plan 2–3 drinks per person for the first hour and about 1 per person per hour after that. Buy shelf-stable stock early, then add fresh groceries shortly before the event; chill drinks and prepare coffee and tea equipment on the day.
How many chairs and tables do I need for an allotment open day?: Provide seating for around 25–30% of expected visitors at one time, plus tables for reception, refreshments and activities. For 100 visitors, start with 25–30 chairs and allow at least 10% extra tableware and serving space.
When should I buy supplies for an allotment association open day?: Buy shelf-stable food, reusable tableware, signs and activity equipment 1–2 weeks ahead. Buy fresh groceries 1–2 days before the open day, and chill drinks at least 4 hours before visitors arrive.
What should I bring for children's activities at an allotment open day?: Bring children's wheelbarrows and garden gloves, with at least one set per 3–4 participating children. Set up the activity area before opening and keep a volunteer nearby throughout the activity.

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.