What you need for an ambulance station open day

An ambulance station open day needs more than coffee and a few chairs. Visitors move between demonstrations, tours and information points, so supplies must be easy to find, serve and replenish. Plan drinks, snacks, tableware, waste collection and basic event equipment around your expected visitor count and opening hours. Check dietary requirements before shopping, chill drinks in advance and keep separate supplies ready for special diets. Use this list alongside the event plan to avoid last-minute runs to the shop.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Reception desk
High tablesqty 4
Coat racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 80
Spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Coffee machinesqty 2
Hot water dispensersqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 6
Speakersqty 2
Microphone
Laptop
Printer
Projector
Projection screen
Power banksqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Storage binsqty 12
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 6

Decorations

Buntingqty 6
Balloon archesqty 2
Tableclothsqty 12
Flower arrangementsqty 6
Photo backdrop

Lighting

LED light stringsqty 6
Outdoor lightsqty 4
Flashlightsqty 4

Safety

Barrier tapeqty 4
Bollardsqty 12
Non-slip matsqty 6
Cable matsqty 8
First aid kitsqty 2
Fire extinguishersqty 2

Information

Information boardsqty 8
Program standsqty 3
Name card holdersqty 30
Pensqty 30

Cleaning

Mop setsqty 2
Bucketsqty 4
Broom setsqty 2
Hand broomsqty 4
Cleaning glovesqty 12
Towel rollsqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cookies - 8 packs
- Unsalted butter - 2 packs
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- White rolls - 80 pieces
- Whole wheat rolls - 60 pieces
- Mini wraps - 80 pieces
- Young cheese - 3 kilos
- Hummus - 2 kilos
- Herb cream cheese - 1.5 kilos
- Chicken breast topping - 2 kilos
- Dry-cured ham - 1 kilo
- Egg - 60 pieces
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Celery - 2 bunches
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Yogurt - 4 kilos
- Muesli - 2 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Rice cakes - 4 packs
- Salty sticks - 4 bags
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Flat mineral water - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Lemonade syrup - 2 bottles
- Ice cubes - 20 kilo
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant - 4 bottles
- Sponges - 12 pieces
- Scouring sponges - 6 pieces
- Garbage bags - 100 pieces
- Paper table runners - 12 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Diet cookies - 3 packs
- Gluten-free sandwiches - 12 pieces
- Vegan toppings - 1 kilo
- Nut-free muesli - 1 kilo
- Disposable gloves - 200 pieces

Tips

Plan two to three drinks per visitor for the first hour, then add one drink per person for each additional two hours. Include water, coffee and other cold drinks, and chill them at least 4 hours before opening.
For snacks, allow 2 to 3 portions per visitor if the open day lasts up to 3 hours. Buy extra vegetarian, allergy-friendly or other diet-specific products after registrations are reviewed, and pack them separately.
Count tableware from the visitor list rather than the number of staff. Allow one plate, fork, knife, spoon and glass per expected visitor, plus at least 10% extra for replacements and unexpected arrivals.
Set aside one serving area for refreshments and one clear route for ambulance demonstrations. Bring enough tables, serving platters and utensils so food does not have to be placed beside medical equipment or visitor materials.
Prepare signage, name badges and printed programme information at least 1 day before opening. Check extension cords, power strips, chargers and power banks before loading equipment, especially if demonstrations or presentations depend on them.

Frequently asked questions

How much food and drink do I need for an ambulance station open day?: For a 3-hour open day, plan 2 to 3 drinks and 2 to 3 snack portions per visitor. Add at least 10% extra for unexpected visitors, staff and spillages, and review dietary requirements before placing the final order.
When should I buy and chill drinks for an open day?: Buy shelf-stable drinks and packaged snacks 3 to 5 days beforehand. Collect fresh produce 1 day before the event and chill all drinks at least 4 hours before visitors arrive.
How many plates, cups and glasses should I bring?: Allow one of each item per expected visitor, plus 10% extra. For 100 visitors, prepare at least 110 plates, cups, glasses, forks, knives and spoons; increase the number if refreshments are served more than once.
What equipment should I check before an ambulance station open day?: Check tables, chairs, tents, waste bins, coffee machines, coolers and serving equipment 1 day before opening. Test microphones, speakers, projectors, extension cords, walkie-talkies and chargers before the first demonstration.

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