What to buy for an assisted living open day

An assisted living open day needs more than refreshments and printed programs. Visitors move between reception, presentations and guided tours, so your shopping list must cover each point where people stop. Plan tableware for the maximum number of visitors in one service, and arrange chilled storage before food arrives. The list below includes furniture, serving equipment, kitchen supplies and presentation gear for a smooth, accessible open day.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 80
Buffet tablesqty 3
Reception desk
High tablesqty 4
Stoolsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Dessert platesqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving jugsqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Coolersqty 4
Kitchen scale

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 12
Flower arrangementsqty 8
Photo framesqty 12
Buntingqty 6
Adhesive hooksqty 30
Duct tapeqty 3
Name badgesqty 100
Badge holdersqty 80
Pensqty 30
Program leafletsqty 100
Registration formsqty 100
Route signsqty 12
Arrow stickersqty 30

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 8
Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Cleaning glovesqty 12
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Fresh mint tea - 4 bunches
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Alcohol-free bubbly - 6 bottles
- Lemons - 2 kilos
- Ice cubes - 8 bags
- Mini sandwiches - 100 pieces
- White sandwich bread - 4 loaves
- Whole wheat sandwich bread - 4 loaves
- Butter - 1 kilo
- Young matured cheese - 2 kilos
- Brie - 1 kilo
- Ham - 1 kilo
- Chicken breast slices - 1 kilo
- Vegetarian spread - 8 tubs
- Hummus - 8 tubs
- Egg salad - 6 tubs
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Arugula - 8 bags
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Celery - 4 heads
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Strawberries - 3 kilos
- Melons - 4 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Salted sticks - 6 bags
- Mixed nuts - 2 kilos
- Raisins - 1 kilo
- Mini cookies - 6 packs
- Butter cookies - 6 packs
- Apple pies - 6 pieces
- Whipped cream - 12 cans
- Vegan Pastries - 3 Boxes
- Gluten-free pastries - 2 boxes
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Paper cake plates - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 50 pieces
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Paper towels - 12 packs

Tips

Count cups, glasses and plates for your busiest serving period, then add 10% spare. For 50 visitors, that means at least 55 of each frequently used item.
Plan two to three drinks per visitor for the first hour, including coffee, tea and water. Have chilled storage ready before the catering delivery arrives.
Use one reception desk, a separate buffet table and clear route signs so registration does not block the first tour. Keep printed programs and name badges at the reception point.
Allow one microphone and speaker setup for each presentation area, and test the laptop, projector and screen at least 60 minutes before visitors arrive.
Buy or bring serving trays with lids, serving spoons and platters before preparing snacks. They are easy to overlook when catering is confirmed but make food transport and replenishment much simpler.

Frequently asked questions

What should I buy for an assisted living open day?: Plan refreshments, tableware, serving equipment, reception furniture, route signs and presentation equipment. For every 10 expected visitors, allow roughly 11 sets of cups, plates, cutlery and glasses so a busy serving period does not leave you short.
How many drinks do I need for an assisted living open day?: Budget for two to three drinks per visitor during the first hour, then about one drink per person for each additional hour. For 40 visitors over two hours, prepare approximately 120 servings, with water available throughout.
When should I buy food and chilled products for the open day?: Buy shelf-stable items 2 to 3 days beforehand and collect chilled products on the day or the day before, depending on their use-by date. Move chilled food into coolers or refrigeration as soon as it arrives.
How much presentation equipment is needed for an open day?: Provide one laptop, projector, projection screen, speaker and microphone setup for each presentation space. Test every setup at least 60 minutes before opening and keep spare connection cables available.

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