What you need for an archaeological excavation open day

Use this shopping list to prepare an archaeological excavation open day for visitors, guides and volunteers. It covers the equipment people often forget until setup starts: barriers, lighting, child-sized safety gear, registration furniture and enough tools for supervised activities. Buy or reserve disposable and fresh supplies close to the event, while arranging tents, tables, power equipment and safety items at least two to four weeks ahead. Check quantities against your registration numbers before shopping.

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What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 80
Registration desk
High tablesqty 4
Tableclothsqty 10
Waste binsqty 8

Equipment

Portable speakerqty 2
Wireless microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Lighting

LED lampsqty 8
Work lightsqty 4
String lightsqty 4

Safety

Barrier fencingqty 12
Barrier tapeqty 6
Traffic conesqty 12
First aid kitsqty 2
Safety vestsqty 12
Work glovesqty 20
Safety gogglesqty 12
Children's helmetsqty 20

Archaeology

Trowelsqty 20
Archaeological brushesqty 25
Hand broomsqty 12
Scoopsqty 10
Bucketsqty 20
Bottom sievesqty 6
Finds containersqty 40
Measuring tapesqty 6
Measuring tapesqty 6
Finds labelsqty 200
Pencil setsqty 12
Notepadsqty 20
Camerasqty 2
Tripodqty 2
Finds binsqty 12

Presentation

Info boardsqty 12
Route signsqty 16
Directional signsqty 12
Presentation displaysqty 6
Flip chartsqty 3
Markersqty 24
Clipboardsqty 12
Worksheetsqty 120

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Drinking glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2
Soup kettlesqty 2
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Food containersqty 12

Decorations

Buntingqty 8
Welcome sign
Name badgesqty 20
Table décorqty 10

Cleaning

Hand soap dispensersqty 4
Towel dispensersqty 4
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 30

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 150 pieces
- Sugar - 2 kilograms
- Sweetener - 300 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Apple juice - 10 liters
- Orange juice - 10 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Iced tea - 8 liters
- Spa Blauw - 120 bottles
- Sparkling water - 24 bottles
- Lemons - 12 pieces
- Ice cubes - 15 kilograms
- Small white rolls - 120 pieces
- Whole wheat bread - 12 loaves
- Baguettes - 10 pieces
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 1.5 kilograms
- Cream cheese - 1.5 kilograms
- Peanut butter - 1 kilogram
- Strawberry jam - 1 kilogram
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Arugula - 1 kilogram
- Bell peppers - 12 pieces
- Onions - 2 kilograms
- Carrots - 3 kilogram
- Potatoes - 5 kilograms
- Leeks - 2 kilograms
- Zucchini - 8 pieces
- Mushrooms - 2 kilogram
- Vegetable stock - 10 liters
- Chicken soup - 8 liters
- Vegetable soup - 8 liters
- Tomato soup - 8 liters
- Croutons - 1 kilogram
- Soup sticks - 10 packs
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Mustard - 500 milliliter
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Tea biscuits - 10 packs
- Stroopwafels - 10 packs
- Muesli bars - 100 pieces
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 kilograms
- Mandarins - 80 pieces
- Yogurt - 5 liters
- Muesli - 2 kilograms
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 20 pieces
- Vegan cheese - 500 grams
- Vegan spreads - 1 kilogram
- Mixed nuts - 2 kilograms
- Allergen cards - 20 pieces
- Napkins - 400 pieces
- Paper cups - 150 pieces
- Stir sticks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 4 bottles
- Hand soap - 4 bottles
- Hand sanitizer gel - 6 bottles
- Paper towels - 12 packs
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces

Tips

Plan one clearly equipped activity station for every 10 to 15 children. Each station should have trowels, brushes, scoops, buckets, sieves and finds containers, with extra gloves and goggles available.
Keep barriers, barrier tape and traffic cones for the excavation edge and visitor routes, not just the entrance. Mark the route before opening so guests cannot wander into working areas.
Provide a registration desk with a visible sign, pens and the attendance list, and place it before the first tour route. Allow at least 30 minutes before opening for check-in and volunteer briefing.
Count power needs before bringing lighting and audio equipment together. Use extension cords and power strips only where they can be kept away from walkways, and charge power banks the night before.
Do not leave tents, tables and chairs until the morning of the event. Set them up or check the hire delivery at least one day ahead, especially if the forecast calls for rain or strong wind.

Frequently asked questions

What tools do I need for an archaeological excavation open day?: For each supervised group, provide trowels, archaeological brushes, hand brooms, scoops, buckets, bottom sieves and finds containers. Add at least 10% spare tools if attendance is uncertain or several groups work at once.
How many safety items should I buy for a children’s excavation activity?: Prepare one pair of work gloves and safety goggles per child in the active group, plus 10% spare sets. Children’s helmets should match the maximum number of children allowed in the excavation area, not the total registration list.
How early should I arrange tents, tables and safety barriers?: Reserve party tents, foldable tables, chairs and barrier fencing two to four weeks before the open day. Check delivery or storage one day before setup so missing or damaged items can still be replaced.
How much lighting and power equipment do I need?: Use enough LED or work lights to cover the registration desk, visitor routes and any shaded excavation areas, with no dark crossing points. Test the portable speaker, wireless microphone, extension cords, power strips and power banks at least 24 hours before visitors arrive.

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