What to Buy for a Cemetery Open Day

A cemetery open day needs more than refreshments and a few information boards. Visitors may arrive in groups, wait for tours and need clear directions, seating and accessible routes. Plan supplies for the full opening period, including coffee service, chilled drinks, registration materials, weather cover and evening or shaded areas. This checklist helps you buy and bring the practical items that are easiest to overlook before the gates open.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
High tablesqty 4
Tableclothsqty 8
Folding Chairs for Toursqty 12

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 6
Clipboardsqty 6
Pensqty 30
Walkie-talkiesqty 6
Power banksqty 4

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 6
Spare batteriesqty 12

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving bowlsqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6
Coolersqty 2

Decorations

Information boardsqty 12
Program standsqty 4
Flower arrangementsqty 4
Name badgesqty 80
Table numbersqty 8
Directional signsqty 12
Fence tapeqty 4
Barrier postsqty 12

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Trash bag holdersqty 8
Toilet brushesqty 2
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Flashlight vestsqty 6
Fire extinguishersqty 2

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Ice cubes - 10 bags
- Mini ice pops - 80 pieces
- Butter - 1 kilo
- Sausage rolls - 100 pieces
- Wholemeal bread - 6 loaves
- White rolls - 60 pieces
- Currant buns - 40 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Cream cheese - 1 kilo
- Hummus - 1.5 kilos
- Turkey breast - 1,5 kilo
- Boiled eggs - 30 pieces
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Wholegrain crackers - 8 packs
- Mini rice cakes - 6 packs
- Butter cookies - 8 packs
- Raisin cookies - 6 packs
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 6 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Cleaning sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Rubber disposable gloves - 4 boxes
- Large trash bags - 100 pieces
- Small trash bags - 50 pieces
- Paper towels - 12 rolls
- Storage containers - 30 pieces
- Diet-friendly cookies - 6 packs
- Gluten-free sandwiches - 12 pieces
- Vegan toppings - 6 packages
- Allergen labels - 2 rolls
- Paper cups - 100 pieces
- Wooden stirrers - 200 pieces

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 the length of the programme and the weather.
Bring at least one extra tablecloth, serving utensil and pack of disposable or reusable tableware beyond your expected attendance. Cups, plates and cutlery are often used faster than planned when visitors return for second servings.
Prepare a separate refreshment setup for tours so queues at the coffee tables do not delay the programme. Keep thermos flasks, coolers and serving bowls together and label them before volunteers arrive.
Do not leave signs and lighting until the final setup. Put information boards and programme stands at entrances, registration points and route junctions, and pack flashlights and spare batteries even if the event ends in daylight.
Check power needs before collecting equipment. Count coffee machines, kettles, the sound system and LED lamps together, then bring enough extension cords and power strips without creating cables across walking routes.

Frequently asked questions

How many drinks do I need for a cemetery open day?: For the first hour, plan on two to three drinks per visitor, then add more for hot weather or a programme lasting several hours. Split the supply between chilled drinks and hot drinks so queues remain manageable.
What should I bring for cemetery tours?: Bring folding chairs for tours, clear route information and enough guides or speaker equipment for each group. A practical starting point is one chair for every visitor who has requested seating, plus a small reserve for late arrivals.
When should I prepare the shopping and equipment list?: Confirm quantities at least one week before the open day, once registrations and dietary requirements are available. Collect, test and label equipment one to two days beforehand, then chill drinks and set out serving supplies on the event day.
What equipment is easy to forget at a cemetery open day?: Commonly missed items include extension cords, power strips, spare batteries, flashlights, tablecloths and registration materials. Check these at least 24 hours before opening, along with microphones, coffee machines and route signs.

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