What you need for an animal clinic open day

An animal clinic open day needs more than coffee and chairs. Visitors move between tours, demonstrations, information tables and children’s activities, so supplies must be easy to carry, serve and restock. Plan separate equipment for hospitality, presentations and animal-care areas, and check power, cooling and washing-up arrangements before shopping. Use this list to prepare the venue, welcome visitors and keep demonstrations running without last-minute trips to the store.

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What to bring

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

Furniture

Party tentqty 2
Tablesqty 10
Chairsqty 60
Beer tablesqty 4
Folding counter
Stoolsqty 8

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Pitcherqty 4
Serving traysqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Laptop
Monitor screen
Portable fansqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 4
Storage binsqty 12
Serving tongsqty 8
Washing-up basinsqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 10
Flower arrangementsqty 6
Information boardsqty 12
Directional signsqty 10
Chalkboardsqty 4
Name badgesqty 40
Clipboardsqty 6
Pensqty 30
Information leafletsqty 250
Program leafletsqty 150
Quiz formsqty 100
Stickersqty 200
Coloring pagesqty 100
Colored pencilsqty 30
Color markersqty 30
Craft paperqty 2

Lighting

LED string lightsqty 6
LED lampsqty 8
Flashlightsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand sanitizer dispensersqty 6
Hand soap dispensersqty 4
Waste binsqty 8
Dog poop bagsqty 500

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Bell peppers - 12 pieces
- Grapes - 3 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Sandwiches - 100 pieces
- Wholemeal bread - 6 loaves
- Mini croissants - 100 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Vegetarian spread - 6 tubs
- Chicken breast slices - 2 kilograms
- Halal chicken breast topping - 1 kilogram
- Butter - 1 kilogram
- Jam - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Nut mix - 4 bags
- Cookies - 8 packs
- Mini muffins - 100 pieces
- Sugar-free cookies - 4 packs
- Gluten-free crackers - 4 packs
- Olives - 4 jars
- Pickles - 3 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Paper plates - 250 pieces
- Wooden stirrers - 250 pieces
- Toothpicks - 2 boxes
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Disinfectant wipes - 10 packs
- Microfiber cloths - 20 pieces
- Sponges - 10 pieces
- Garbage bags - 100 pieces
- Freezer bags - 2 boxes
- Bandages - 2 boxes
- Paper tissues - 10 packs

Tips

Plan seating and serving points around the visitor flow, not just the main entrance. A folding counter, tables and stools work well for registration and information, while beer tables provide quick seating during busy periods.
Allow two to three drinks per visitor for the first hour, then about one drink per person per hour. Add extra coffee cups, glasses, plates and cutlery for speakers, volunteers and demonstration teams.
Test every presentation item at least one day before opening. Check the laptop, monitor, speakers, wireless microphones, extension cords, power strips and cable reels together in the room where they will be used.
Keep refreshments and demonstration materials in separate storage bins. This prevents food-contact equipment such as cutting boards, knives, mixing bowls and serving tongs from being moved into animal-care areas.
Prepare cooling and washing-up capacity before the first visitors arrive. Fill coolers and refrigerators in advance, and set out washing-up basins so used cups and plates do not accumulate beside the information tables.

Frequently asked questions

What food and drink do I need for an animal clinic open day?: For a simple four-hour open day, plan two to three drinks per visitor in the first hour and one drink per person for each additional hour. Provide extra portions for volunteers, speakers and veterinarians, and keep chilled drinks in coolers or refrigerators before opening.
How many chairs and tables are needed for an animal clinic open day?: Start with seating for around 20 to 30 percent of your expected visitors if most activities are tours or demonstrations. Add separate tables for registration, leaflets, children’s activities and refreshments, then keep one clear route between them.
What equipment should I test before the clinic open day?: Test the laptop, monitor screen, speakers and wireless microphones at least 24 hours beforehand. Check that extension cords, power strips and cable reels reach every presentation point without crossing visitor or animal routes.
When should I buy supplies for an animal clinic open day?: Buy non-perishable serving supplies, storage bins and printed materials at least one week ahead. Purchase chilled food and drinks one to two days before the event, then fill refrigerators and coolers on the morning of opening.

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