What to buy for a castle open day

Use this shopping list to prepare a castle open day without discovering missing supplies when the first tour group arrives. It covers refreshments, serving equipment, visitor materials, access and basic event setup. Plan quantities from your expected visitor count and separate dietary products before delivery or shopping. Drinks need cold storage, while printed schedules, maps and name badges should be ready before doors open. Check every item against the day’s tour route, room access and catering plan.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 180
High tablesqty 8
Tableclothsqty 14
Coat racksqty 2
Clothes hangersqty 120
Bollardsqty 12

Tableware

Coffee cupsqty 180
Glassesqty 220
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 16
Serving spoonsqty 16

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Food containersqty 12

Equipment

Laptopsqty 2
Card machinesqty 2
Handheld microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable flashlightsqty 6

Lighting

Atmosphere lightsqty 12
LED string lightsqty 8

Decorations

Welcome bannersqty 3
Buntingqty 10
Flower arrangementsqty 8
Table signsqty 20
Balloonsqty 100
Balloon pumpqty 2
Ropeqty 2
Tapeqty 6
Cable tiesqty 100

Information

Program bookletsqty 220
Floor plansqty 220
Tour signsqty 12
Name badgesqty 50
Badge holdersqty 50
Pensqty 30
Clipboardsqty 8
Directional signsqty 20
Notification formsqty 30
Visitor book
Wristbandsqty 220

Safety

First aid kitsqty 2
Flashlightsqty 6
High-visibility vestsqty 12
Non-slip matsqty 8

Cleaning

Waste binsqty 12
Trash can coversqty 20
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 20
Glovesqty 20
Hand soap dispensersqty 8

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 8 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 15 kilos
- Baguettes - 20 pieces
- Mini sandwiches - 240 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Brie - 2 kilos
- Ham - 3 kilos
- Smoked chicken breast - 3 kilos
- Hummus - 3 kilos
- Egg salad - 2 kilo
- Cucumber - 4 kilos
- Tomatoes - 5 kilos
- Lettuce - 10 heads
- Bell peppers - 3 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Mini muffins - 180 pieces
- Butter cookies - 8 packs
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 3 kilo
- Olives - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic - 6 bulbs
- Napkins - 600 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Cocktail picks - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Sponges - 12 pieces
- Garbage bags - 100 pieces
- Paper towels - 12 packs
- Aluminium trays - 30 pieces
- Diet biscuits - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos

Tips

Plan drinks for the busiest arrival period, not the average flow. As a starting point, allow two to three drinks per visitor for the first hour, then adjust for tour length and weather.
Order or buy catering only after registrations and dietary requirements are processed. Set aside clearly labelled dietary products before general food is unpacked.
Count serving equipment separately from guest numbers: provide one plate, fork, knife and glass per person, plus at least 10% extra for breakage, replacements and overlapping tour groups.
Do not leave visitor materials until the morning. Print schedules and maps at least one day ahead, and prepare name badges in registration order so check-in does not slow the first tour.
Check power and access supplies before delivery day. Test coffee machines, kettles, microphones and speakers, and pack extension cords, power strips and rechargeable flashlights with the event equipment.

Frequently asked questions

How much food and drink do I need for a castle open day?: Base the order on confirmed registrations, then add around 10% for late arrivals, staff and replacements. For drinks, allow two to three per person during the first hour and adjust for the total visit time and weather.
How many plates, glasses and cutlery items should I buy?: Allow one plate, glass, fork, knife and spoon per expected visitor, plus at least 10% extra. Add more if several tour groups will use the catering area at the same time.
When should I prepare the castle open day shopping?: Check the final shopping list two to three days before the event, after dietary requirements and registrations are updated. Buy fresh catering items as late as practical, while arranging delivered drinks and equipment at least one day ahead.
What do people usually forget for a castle open day?: Commonly missed items are dietary labels, change for the cash register, printed maps, name badges, coat hangers and access passes. Check these at least one day before opening, and test microphones, speakers and power connections before visitors arrive.

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