What you need for an anniversary open day

An anniversary open day needs more than food and drinks. Plan for registration, presentations, changing weather and a steady flow of visitors throughout the day. This shopping list covers the practical supplies for serving refreshments, setting up seating and tables, preparing coffee, managing coats and waste, and supporting the programme. Buy or collect long-lead items first, then handle fresh food, chilled drinks and printed materials during the final few days.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Buffet tablesqty 4
Registration desk
Party tentsqty 2
Coat racksqty 2
Waste binsqty 8

Tableware

Dinner platesqty 80
Pastry platesqty 80
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 100
Pastry forksqty 100
Serving utensilsqty 12

Kitchen

Thermos flasksqty 6
Coffee filtersqty 100
Cutting boardsqty 4
Chef's knifeqty 3
Small bowlsqty 16
Serving plattersqty 12
Serving platters for cakeqty 4
Cake knifeqty 2

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Speakersqty 2
Mixer
Microphoneqty 2
Laptopsqty 2
Monitor screen
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 6
Power banksqty 4

Lighting

String lightsqty 6
LED lanternsqty 8

Decorations

Balloonsqty 150
Balloon archqty 2
Anniversary bannersqty 4
Tableclothsqty 12
Flower arrangementsqty 8
Photo backdrop
Guest book
Photo framesqty 12
Clothespinsqty 50
Directional signsqty 12
Name stickersqty 100
Markersqty 12
Pensqty 20

Cleaning

Broomsqty 3
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 bottles
- Orange juice - 6 bottles
- Alcohol-free beer - 3 cases
- Lager - 5 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 12 bags
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Snack nuts - 6 bags
- Vegetable sticks - 8 kilos
- Cucumber - 12 pieces
- Carrots - 5 kilos
- Bell peppers - 20 pieces
- Cherry tomatoes - 5 kilo
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 40 pieces
- Melons - 6 pieces
- Baguettes - 20 pieces
- Mini pistolets - 120 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Herb butter - 2 kilo
- Young cheese - 4 kilos
- Brie - 2 kilos
- Back ham - 3 kilos
- Smoked chicken breast - 2 kilo
- Vegetarian spreads - 2 kilos
- Herb cheese - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Satay sauce - 2 jars
- Olives - 3 jars
- Pickles - 3 jars
- Mini meatballs - 6 kilos
- Vegetarian meatballs - 3 kilos
- Mini quiches - 120 pieces
- Mini spring rolls - 120 pieces
- Filled wraps - 100 pieces
- Salty breadsticks - 6 boxes
- Toast squares - 10 packs
- Crackers - 8 packs
- Cake - 6 cakes
- Whipped cream - 12 aerosol cans
- Strawberries - 4 kilos
- Lemons - 20 pieces
- Fresh mint - 10 bunches
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 4 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Kitchen gloves - 4 pairs

Tips

Plan tableware for the busiest serving period, not the average moment. As a starting point, allow one dinner plate, pastry plate, fork, knife, spoon, pastry fork and water glass per expected guest, plus at least 10% extra.
For coffee service, prepare enough cups for one hot drink per guest during the main break, then add 10% spare. Arrange coffee machines, kettles, filters and thermos flasks at least one day before the open day so brewing does not compete with registration.
Chill drinks several hours before guests arrive and keep a second batch in coolers. Put water glasses at the registration or welcome area as well as near the buffet, because visitors often take a drink before they reach the food.
Set up the registration desk, coat racks and waste bins before opening the venue. Place one waste bin beside the buffet and another near the seating area, then check them after the first hour.
Keep serving platters, serving utensils, small bowls, cutting boards and the cake knife together in one labelled box. The cake knife and cake-serving platters are easy to overlook until the presentation or anniversary cake is ready to serve.

Frequently asked questions

How many plates and glasses do I need for an anniversary open day?: Allow one dinner plate and one water glass per expected guest, then add 10% spare. For cake or pastries, plan one pastry plate and pastry fork per guest who is likely to take dessert, with at least 10 extra sets for a busy open period.
How much coffee should I buy for an open day?: Plan one cup per guest for the main coffee break, plus 10% extra. If visitors will stay for several hours, allow two cups per guest and prepare the first batch before doors open.
When should I buy food and chill the drinks?: Buy shelf-stable food, disposable or reusable serving supplies and drinks several days ahead. Collect fresh produce on the day before or the morning of the open day, and chill drinks for at least 4 hours before serving.
What should I bring for an outdoor anniversary open day?: Bring party tents, folding tables, folding chairs, waste bins and coolers if any part of the programme is outside. Check the weather forecast 24 hours before opening and confirm the setup can be completed at least 1 hour before guests arrive.

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