What you need for a charity open house

A charity open house needs more than refreshments and a welcome table. Plan for visitor flow, donations, food service, presentations and volunteers working across several areas. Reusable tableware, extra seating, power supplies and clear donation materials are easy to overlook until setup day. Use this shopping list alongside your event plan, then check quantities against your expected attendance and the activities on your programme.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 80
Buffet tablesqty 3
High tablesqty 4
Clothes racksqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 60
Reusable cupsqty 150
Coffee cupsqty 80
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Thermos flasksqty 4
Serving traysqty 6
Ice packsqty 12

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 6
Photo backdrop
Postersqty 20
Directional signsqty 12
Name badgesqty 40

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Mini rolls - 120 pieces
- Wholemeal bread - 6 loaves
- Bread rolls - 60 pieces
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Ham - 1.5 kilograms
- Chicken breast slices - 1 kilogram
- Hummus - 1.5 kilograms
- Cream cheese - 1 kilogram
- Egg salad - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Arugula - 6 bags
- Eggs - 30 pieces
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Herb mix - 2 jars
- Potato salad - 4 kilogram
- Pasta salad - 4 kilograms
- Vegetarian wraps - 60 pieces
- Falafel - 2 kilograms
- Yogurt - 3 kilograms
- Muesli - 1 kilogram
- Strawberries - 2 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Brownies - 80 pieces
- Apple pie - 6 pies
- Whipped cream - 6 cans
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Popcorn - 4 bags
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Garbage bags - 50 pieces
- Freezer bags - 2 boxes
- Label stickers - 2 rolls
- Highlighters - 2 sets

Information

Information boardsqty 6
Brochure holdersqty 4
Leafletsqty 300
Sign-up listsqty 6
Pensqty 30
Tapeqty 6
Scissorsqty 4

Donations

Donation boxesqty 4
QR code cardsqty 12
Cash box
Receipt bookletsqty 4

Activities

Game materialsqty 4
Colored pencilsqty 4
Coloring pagesqty 100
Prize ribbonsqty 50
Craft paperqty 200
Glue sticksqty 12
Makeup kitqty 2

Safety

First aid kit
Flashlightsqty 4
Safety vestsqty 8
Barrier tapeqty 2
Umbrellasqty 4

Logistics

Storage cratesqty 12
Transport cartsqty 2
Cable tiesqty 100
Duct tapeqty 4
Work glovesqty 8

Tips

Plan seating and serving equipment for your busiest period, not just the opening hour. Include separate buffet tables, high tables and extra chairs so visitors can eat, talk and move around without blocking the registration or donation area.
Allow one reusable cup, plate, bowl and cutlery set per guest, plus at least 10% extra for replacements during the day. Coffee service also needs dedicated coffee cups, kettles or coffee machines, serving spoons and thermos flasks.
Prepare the donation area before invitations go out. Have printed donation forms, a clearly marked payment method and a written cash-handling procedure ready at least one week before the open house.
Check power requirements during the venue visit, not on setup morning. Count every coffee machine, kettle, speaker and microphone connection, then pack extension cords, power strips and rechargeable batteries with the equipment.
Pack signage and name badges with the practical setup items rather than the decorations. Visitors should be able to find registration, activities, toilets and donation points from the entrance, even when several rooms or outdoor tents are in use.

Frequently asked questions

What supplies do I need for a charity open house?: You need serving supplies, seating, tables, food and drink equipment, donation materials, signage and basic decorations. Check the 71-item supply plan at least 7 days before the event and confirm what the venue already provides.
How much reusable tableware do I need for a charity open house?: Start with one plate, bowl, cup and cutlery set per expected guest, then add 10% extra. Keep separate coffee cups available if coffee and refreshments will be served throughout the open house.
When should I prepare donation forms and payment materials?: Prepare and test donation forms and payment instructions at least 1 week before the event. Record the cash-handling procedure before volunteers are assigned, so everyone follows the same process on the day.
How many extension cords and power strips are needed?: Count the connections for coffee machines, kettles, speakers and the microphone, then provide one suitable connection for each item. Bring at least 2 spare extension cords and check cable routes before guests arrive.

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