What you need for an animal shelter open day

An animal shelter open day needs more than tables and refreshments. Visitors need clear information, simple payment options and a safe route through the site, while animals need separate crates, fences and quiet rest areas. Plan supplies around your expected visitor count, volunteer shifts and tour groups. This checklist helps you buy or bring the items that are often forgotten until setup day, including serving equipment, power supplies, signage and change for cash payments.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Folding chairsqty 60
Bar stoolsqty 4
Clothes racksqty 2
Waste binsqty 8
Dog Fencesqty 6
Animal crateqty 4
Rest matsqty 6
Parasol basesqty 4

Tableware

Coffee cupsqty 60
Glassesqty 80
Mugsqty 40
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Storage binsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Mobile payment terminal
Notice boardsqty 4
Whiteboard

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Serving jugsqty 4
Thermos flasksqty 4
Ice packsqty 12
Aluminum foilqty 2
Food storage containersqty 10

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 8
Photo backdrop
Chalkboardsqty 6
Donation boxesqty 3
Adoption signsqty 12
Directional signsqty 12

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 6

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning glovesqty 12
Hand sanitizer pumpsqty 6
Cleaning clothsqty 20

Safety

First aid kit
Fire extinguishersqty 2
Non-slip matsqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Lemon-lime soda - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Mixed nuts - 3 kilo
- Rice cakes - 6 packs
- Mini crackers - 6 packs
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Multigrain bread - 8 loaves
- White rolls - 100 pieces
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 12 pieces
- Butter - 1 kilo
- Jam - 3 jars
- Peanut butter - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cupcakes - 120 pieces
- Apple pie - 6 pieces
- Vegan cookies - 6 packs
- Gluten-free cookies - 6 packs
- Ice cubes - 12 bags
- Paper napkins - 500 pieces
- Wooden stirrers - 500 pieces
- Bamboo skewers - 300 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Nitrile gloves - 4 boxes
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Sponges - 12 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dog waste bags - 500 pieces
- Dog biscuits - 6 bags
- Cat treats - 6 bags
- Hay - 4 bales
- Bedding - 6 bags

Tips

Set out one chair per seated visitor, plus 10% extra, and provide a table for registration, another for information materials and a separate surface for donations. Keep folding chairs and tables clear of animal routes.
Plan two to three drinks per visitor for the first hour, then one per person for each additional hour. Bring coffee cups, mugs, glasses, plates, cutlery, serving trays, coffee machines, kettles and coolers rather than relying on last-minute kitchen supplies.
Create a quiet rest area before visitors arrive, with at least one animal crate or fenced section per animal group and a rest mat for each animal. Keep spare storage bins nearby for leads, bowls and other items that must stay out of public walkways.
Count one working microphone and speaker setup for every main visitor area, and test extension cords and power strips at least one day beforehand. Use notice boards and clear signs at entrances, registration, tours, donations and animal-free zones.
Prepare printed information, adoption materials and donation details at least three working days before the event. Bring a mobile payment terminal, cash for change, a secure storage container and a visible place for visitors to register.

Frequently asked questions

What food and drink supplies do I need for an animal shelter open day?: For the first hour, allow two to three drinks per visitor, then one additional drink per person per hour. Bring separate cups or mugs for hot drinks, glasses for cold drinks, plates, cutlery, serving trays, coffee machines, kettles and coolers.
How many chairs and tables do I need for an animal shelter open day?: Start with one chair for every expected seated visitor and add 10% extra for volunteers, families and replacements. Plan at least three tables: one for registration, one for information and one for refreshments or donations.
What do I need to keep animals safe during the open day?: Provide a separate crate or fenced rest area for each animal group, with one rest mat per animal. Set these areas up before visitors arrive and keep animals away from busy routes whenever they are not on a planned tour.
When should I prepare signs and printed materials?: Order or print visitor information, adoption materials and directional signs at least three working days before the event. Put up the final signs after the floor plan is marked, preferably the day before, so missing locations can still be corrected.

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