What you need for an art academy open day

An art academy open day needs more than artwork and a welcome desk. Visitors move between exhibitions, demonstrations, workshops and presentations, so your shopping list must cover display equipment, information materials, refreshments and reliable power. Plan quantities around your expected attendance and the number of activity rooms. Order catering early, check dietary requirements before buying food, and collect workshop materials before the final setup day so missing supplies do not delay the programme.

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What to bring

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

Furniture

Information deskqty 2
Tablesqty 14
Chairsqty 80
Bar stoolsqty 8
Work tablesqty 10
Waste binsqty 8
Clothes racksqty 3
Party tentqty 2
Presentation boardsqty 18
Display pedestalsqty 12

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 10
USB sticksqty 4
Paper shredder

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Scissorsqty 12
Cutting boardsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Teaspoonsqty 80
Pitchersqty 8
Serving traysqty 8

Decorations

Buntingqty 8
Postersqty 20
Tableclothsqty 14
Name badgesqty 120
Photo framesqty 20
Clothespinsqty 100

Lighting

LED string lightsqty 6
Standing lampsqty 6
Battery lanternsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 30
Glovesqty 12

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 kilos
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Mini wraps - 8 packs
- Young cheese - 3 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Turkey breast - 2 kilos
- Cucumbers - 3 kilos
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Grapes - 5 kilos
- Apples - 6 kilos
- Bananas - 5 kilo
- Baby carrots - 4 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted crackers - 8 packs
- Whole grain crackers - 6 packs
- Mini muffins - 8 boxes
- Cookies - 10 packs
- Gluten-free crackers - 3 packs
- Gluten-free cookies - 3 packs
- Vegan wraps - 4 packs
- Vegan spread - 2 kilos
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 2 jars
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Hand sanitizer - 6 bottles
- Liquid hand soap - 6 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Wooden stirrers - 500 pieces
- Bamboo skewers - 500 pieces
- Cardboard dessert plates - 250 pieces
- Cardboard coffee cups - 250 pieces
- Straws - 200 pieces
- Color-coded allergen stickers - 3 rolls

Tips

Prepare one information folder and one name badge for every registered visitor, plus at least 10% extra for walk-ins and replacements. Keep route signs and floor plans together at the information desk.
For refreshments, allow two to three drinks per person during the first hour, then one drink per person for each additional hour. Add extra coffee cups, reusable cups, plates and cutlery for staff and workshop helpers.
Match display equipment to the artworks before the open day: count presentation panels and exhibition plinths for each room, then keep a small reserve of labels, scissors and fixing supplies for last-minute changes.
Test every laptop, projector, screen, speaker and microphone in its actual room at least one day before opening. Bring extension cords, power strips and a USB stick with backup presentations.
Set aside separate supplies for workshops instead of sharing them with exhibitions or catering. Pack each activity room in its own box and check it against the workshop registration numbers before transport.

Frequently asked questions

What should I buy for an art academy open day?: You need visitor furniture, exhibition and presentation equipment, workshop supplies, catering equipment, tableware, signage and basic technology. The final quantities depend on attendance, room count and the number of workshops, so confirm registrations before placing the last order.
How many drinks do I need for an art academy open day?: Plan for two to three drinks per visitor during the first hour, followed by about one drink per person per additional hour. Add at least 10% extra for staff, workshop leaders and unexpected visitors.
When should I order catering for an art academy open day?: Place the catering order at least 7 days before the event, or earlier if you need to provide dietary alternatives. Confirm the final headcount and dietary requirements 2 to 3 days beforehand.
How many printed folders and name badges should I prepare?: Prepare one folder and one name badge per registered visitor, then add 10% for walk-ins, damaged items and late registrations. Print route signs and floor plans at least 2 days before the open day so there is time to correct room changes.

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