What you need for a business association open day

A business association open day needs more than tables and refreshments. You will need furniture for business stalls and visitor areas, serving supplies for coffee and snacks, reliable power equipment, and clear materials for registration and directions. Plan quantities from the expected visitor count, then add a small reserve for busy periods. Check what participating businesses bring themselves before ordering, especially display equipment, payment supplies and promotional materials.

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What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Foldable tablesqty 10
Folding chairsqty 80
High tablesqty 6
Tableclothsqty 18
Stoolsqty 12

Tableware

Coffee cupsqty 100
Glassesqty 150
Wine glassesqty 80
Platesqty 150
Dessert platesqty 100
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Microphone
Portable speakerqty 2
Music player
Cash drawersqty 2
Power banksqty 4

Decorations

Buntingqty 8
Balloonsqty 150
Balloon ribbonqty 3
Flower arrangementsqty 8
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 12
Program standsqty 6
Cocktail table coversqty 6

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving tongsqty 12
Mixing bowlsqty 6
Thermos flasksqty 8
Ice cube traysqty 6
Ice packsqty 24

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 3
Cleaning cartsqty 2
Hand sanitizer holdersqty 6
Toilet brushesqty 4
Glovesqty 12

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Semi-skimmed coffee milk - 4 bottles
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Tonic - 6 bottles
- Ginger ale - 4 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 16 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Pils - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Prosecco - 6 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Coins - 8 bunches
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini rolls - 150 pieces
- Mini croissants - 100 pieces
- Whole grain bread - 8 loaves
- White rolls - 80 pieces
- Unsalted butter - 2 kilos
- Herb butter - 12 tubs
- Young cheese - 4 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Chicken breast topping - 2 kilos
- Back ham - 2 kilos
- Smoked salmon - 1 kilo
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Carrots - 3 kilos
- Celery - 2 bunches
- Grapes - 5 kilos
- Apples - 6 kilos
- Bananas - 4 kilos
- Mandarins - 5 kilos
- Strawberries - 3 kilos
- Mixed nuts - 3 kilo
- Peanuts - 2 kilo
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Snack mix - 6 bags
- Olives - 3 kg
- Pickles - 2 jars
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 150 pieces
- Mini spring rolls - 200 pieces
- Vegetarian samosas - 150 pieces
- Mini quiches - 150 pieces
- Stuffed wraps - 120 pieces
- Herb cheese - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Garlic sauce - 2 bottles
- Satay sauce - 3 kilos
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 300 pieces
- Wooden stirrers - 500 pieces
- Straws - 300 pieces
- Cocktail picks - 500 pieces
- Food containers - 100 pieces
- Diet and allergen labels - 100 pieces
- Storage containers - 30 pieces
- Cool bags - 20 pieces
- Trash bags - 100 pieces
- Compostable trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 packs

Tips

Allow one visitor seat for every three to four expected guests, plus a few extra folding chairs for people who need to sit during the programme. Keep the visitor area separate from the vendor stalls so it does not become congested.
For a four-hour open day, plan roughly two to three drinks per visitor in total, including coffee, water and soft drinks. Add 10% extra cups and glasses; these are commonly used faster than expected when visitors move between stalls.
Provide one six-foot folding table or equivalent display space per participating business, unless a vendor has confirmed different requirements. Confirm stall dimensions before printing the floor plan or ordering tablecloths.
Use at least two coolers when drinks and chilled catering must be kept cold: one for unopened drinks and one for items being served. Chill drinks several hours before visitors arrive, not just during setup.
Count extension cords and power strips against the floor plan before bringing coffee machines, kettles, speakers and other equipment. Keep a spare power bank available for registration phones or tablets, and tape or cover cables across walking routes.

Frequently asked questions

How many tables do I need for a business association open day?: Start with one display table per participating business, then add separate tables for registration, refreshments and materials. For example, 12 businesses usually need at least 15 tables, depending on the programme and serving setup.
How much coffee and how many cups should I buy for an open day?: For a four-hour event, allow about 1.5 to 2 cups of coffee per visitor, then add 10% for staff and breakage. Buy at least one cup per planned serving and provide extra cups if visitors will return to the refreshment area.
When should I chill drinks for the open day?: Chill drinks at least 4 hours before opening, or overnight if possible. Keep reserve stock in coolers and refill the serving area in smaller batches so drinks stay cold throughout the programme.
What power equipment is needed for a business open day?: List every powered item and its location at least 3 days beforehand. Plan extension cords and power strips for coffee machines, kettles, speakers and registration equipment, and keep one charged power bank as backup.

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