What you need for an animal shelter open day

An animal shelter open day needs more than snacks and folding chairs. Visitors need a clear route, places to sit, information points and a safe way to meet selected animals. Plan separate supplies for catering, presentations and animal handling, and allow extra time to check equipment before opening. This list helps you buy or bring the essentials, including items that are often forgotten until volunteers and visitors are already arriving.

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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
High tablesqty 4
Tableclothsqty 12
Clothes racksqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 30
Reusable cupsqty 120
Coffee cupsqty 60
Cutlery setsqty 80
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Microphone
Laptop
Presentation screen

Animal supplies

Transport benchesqty 6
Dog leashesqty 8
Collarsqty 8
Water tubsqty 12
Feed bowlsqty 12
Animal blanketsqty 12
Animal toysqty 20
Dog waste bag dispensersqty 4
Travel basketsqty 4
Towelsqty 20
Feeding bowl matsqty 8

Safety

Bollardsqty 12
Barrier tapeqty 4
Vests for volunteersqty 20
First aid kit
Hand sanitizer stationsqty 6
Rubber glovesqty 4

Decorations

Balloonsqty 100
Balloon pumpsqty 2
Buntingqty 8
Animal silhouettesqty 20
Flower arrangementsqty 6

Communication

Information boardsqty 12
Direction arrowsqty 20
Program postersqty 20
Name stickersqty 100
Pensqty 20
Clipboardsqty 8
Registration formsqty 150
Adoption brochuresqty 300
Donation boxesqty 3

Lighting

LED string lightsqty 6
LED lanternsqty 8
Batteriesqty 24

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 3
Bucketsqty 4
Cleaning clothsqty 30

Kitchen

Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Pliersqty 8
Ice packsqty 20

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Sandwiches - 100 pieces
- Wholemeal bread - 6 loaves
- Cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumbers - 10 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mini rolls - 150 pieces
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Snacks - 6 bags
- Cookies - 10 packs
- Brownies - 8 boxes
- Gluten-free cookies - 3 packs
- Vegan sandwiches - 20 pieces
- Gluten-free rolls - 20 pieces
- Vegan cookies - 4 packs
- Diet-friendly fruit salad - 4 kilos
- Spice mix - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Compostable snack trays - 200 pieces
- Dish soap - 3 bottles
- Hand soap - 6 dispensers
- Disinfectant spray - 4 bottles
- All-purpose cleaner - 4 bottles
- Dishwasher tablets - 60 pieces
- Dog waste bags - 500 pieces
- Dog biscuits - 4 kilo
- Cat treats - 2 kilos
- Animal feed for demonstrations - 10 kilos

Tips

Plan one reusable cup, plate and set of cutlery per expected guest, plus at least 10% extra for replacements and volunteers. Keep coffee cups separate so the drinks station does not run short.
For a four-hour open day, prepare roughly two drinks per visitor for the first hour and one per hour afterwards. Chill drinks in coolers before doors open, and check that kettles and coffee machines reach the available power supply.
Allow at least one dog leash, collar and water tub for every animal taking part in a presentation. Keep spare blankets, feed bowls and toys nearby rather than inside the visitor route.
Test the laptop, presentation screen, portable speakers and microphone at least 24 hours beforehand. Pack extension cords and power strips, then mark cables so visitors cannot trip over them.
Set up tables for registration, donations, refreshments and information before the first guided tour. Put signs along the full route and reserve a quiet holding area so animals can be kept away between presentations.

Frequently asked questions

What should I buy for an animal shelter open day?: Plan supplies for four areas: visitor seating and shelter, food and drinks, presentations, and animal care. For each expected visitor, allow one place setting plus 10% extra, and provide at least one water tub and leash setup per participating animal.
How many cups and plates do I need for an animal shelter open day?: Start with one reusable cup, plate and cutlery set per guest, then add 10% for volunteers, spills and replacements. For 100 visitors, that means at least 110 of each item, with extra coffee cups if hot drinks are served.
How early should I prepare the equipment?: Check the laptop, screen, speakers, microphone, coffee machines and kettles at least 24 hours before opening. Set up tables, chairs, tents and signs on the day before where possible, or begin at least 3 hours before visitors arrive.
What animal supplies are needed for an open day?: Prepare one collar, leash and water tub for each animal in a presentation, plus spare blankets, feed bowls and toys. Keep animals away from the visitor area between sessions and check their records and vaccination status before the event.

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