What you need for a Care Farm Open Day

A Care Farm Open Day needs more than snacks and folding chairs. Visitors move between the registration desk, animal areas, walking route and refreshment stations, so your shopping list must cover food service, shelter, power and clear wayfinding. Plan quantities from your registration list, then add a small buffer for walk-ins and breakages. Check dietary requirements before buying groceries, and arrange chilled storage at least one day before the event.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Waste binsqty 8

Tableware

Reusable platesqty 80
Reusable bowlsqty 40
Reusable cupsqty 120
Coffee cupsqty 60
Cutlery setsqty 80
Serving plattersqty 12
Pouring jugsqty 8

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 4 packs
- Young cheese - 3 kilos
- Brie - 1 kilo
- Hummus - 1.5 kilos
- Chicken breast slices - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Arugula - 6 bags
- Apples - 6 kilos
- Bananas - 4 kilos
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Yogurt - 4 liters
- Muesli - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Jam - 3 jars
- Honey - 2 jars
- Diet biscuits - 4 packs
- Gluten-free crackers - 3 packs
- Vegan spreads - 2 packs
- Ice cubes - 10 bags
- Napkins - 400 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Trash bags - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 3 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 4
Bluetooth speakersqty 2
Microphone
Portable battery packqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 3
Measuring cupsqty 3
Serving tongsqty 8
Storage binsqty 12
Coolers with ice packsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 12
Flower arrangementsqty 8
Information boardsqty 12
Name badgesqty 80

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 4
Litter pickersqty 2

Animal care

Feed bowlsqty 8
Hand brushesqty 6
Fence panelsqty 12
Wheelbarrowsqty 2

Safety

First aid kitsqty 2
Barrier tapeqty 4
Work glovesqty 12
Flashlightsqty 4

Information

Route mapsqty 100
Pensqty 20
Clipboardsqty 6
Tapeqty 6
Waterproof markersqty 12

Tips

Allow two to three drinks per visitor for the first two hours, then add extra water for anyone walking the route. Chill drinks in coolers with ice packs before guests arrive.
Count one reusable plate, bowl, cup and cutlery set per registered visitor, plus 10% spare. Add extra coffee cups if the coffee station will stay open throughout the morning.
Buy groceries only after dietary requirements are collected. Keep clearly labelled storage bins or serving areas for special-diet items so they are not mixed with the main buffet.
Check every power outlet before bringing coffee machines, kettles, speakers or a microphone. Take extension cords, power strips and a portable battery pack because outdoor sockets may be limited.
Prepare route signs and hazard markers before setting up tables and party tents. Keep spare signs, tape and weather-resistant fixings with the registration supplies so missing directions can be replaced quickly.

Frequently asked questions

What food do I need for a Care Farm Open Day?: Buy enough buffet food for every registered visitor, with at least 10% extra for walk-ins and second portions. Include separate options based on the dietary requirements collected before shopping.
How many cups and plates do I need for an open day?: Plan one plate, bowl, cup and cutlery set per visitor, then add 10% spare. For 50 visitors, that means at least 55 of each item, with additional coffee cups if refreshments run for several hours.
When should I chill drinks for the open day?: Move drinks into coolers or refrigerators at least 4 hours before visitors arrive. Check the temperature again 30 minutes before opening and keep backup ice packs available.
How much shelter and seating do I need?: Provide seating for around 60% of visitors at one time, unless the programme includes a seated talk. Set up party tents before the event day where possible, or allow at least 2 hours on the morning for assembly and weather checks.

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