What to buy for a childcare open day

A childcare open day needs more than coffee and a welcome desk. You will need refreshments for visitors, child-sized seating, craft materials, activity equipment and clear signs for the tour and programme. Buy enough disposable or reusable serving items for the expected attendance, then add a small buffer for spills and extra visitors. Check power, cleaning and safety supplies before the day, because extension cords, aprons and name badges are easy to arrange too late.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Children's chairsqty 8
Blanketsqty 4
Coat racksqty 2

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Serving tongsqty 6

Equipment

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

Activities

Colored pencilsqty 12
Markersqty 12
Washable paint setsqty 6
Brushesqty 24
Craft paperqty 200
Apronsqty 12
Children's scissors setsqty 12
Glue sticksqty 12
Picture booksqty 15
Dodgeballsqty 6
Hoopsqty 6
Bubble solutionqty 6

Decorations

Balloonsqty 100
Buntingqty 6
Tableclothsqty 8
Name badgesqty 100
Directional signsqty 10

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Hand soap dispensersqty 4
Towel dispensersqty 4

Safety

First aid kit
Safety vestsqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Cocoa powder - 1 pack
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 3 liters
- Water - 12 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 3 bottles
- Lemonade syrup - 2 bottles
- Sparkling water - 6 bottles
- Mini ice pops - 80 pieces
- Mini muffins - 80 pieces
- Mini currant buns - 60 pieces
- White rolls - 60 pieces
- Wholemeal rolls - 40 pieces
- Young cheese - 1,5 kilo
- Ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Butter - 500 grams
- Strawberry jam - 2 jars
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Corn wafers - 4 packs
- Rice cakes - 4 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 24 rolls
- Paper hand towels - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan one reusable cup, coffee cup, plate and cutlery set per expected adult or child using the buffet, plus 10% extra for replacements and late arrivals.
For craft tables, prepare at least one coloured pencil or marker per child, and provide one apron for every child painting at the same time. Keep extra craft paper and glue sticks available.
Set aside one children's chair for each child expected to sit during activities, then add several blankets for floor-based play or reading with picture books.
Check every activity area before shopping: washable paint needs brushes, craft paper, aprons and cleaning access, while outdoor or gym play may need dodgeballs and hoops.
Do not leave drinks equipment until the morning of the open day. Confirm that kettles, coffee machines, coolers, extension cords and power strips match the available sockets and can be kept away from play areas.

Frequently asked questions

How many cups and plates do I need for a childcare open day?: Allow one reusable cup, coffee cup and plate per expected guest using refreshments, plus 10% extra. For 50 guests, that means at least 55 of each item that will be used.
What craft supplies are needed for a childcare open day?: Provide coloured pencils, markers, washable paint sets, brushes, craft paper, aprons, children's scissors sets and glue sticks. Match the number of active workstations to attendance, and prepare materials at least 1 day before the event.
How much seating is needed for children?: Provide one children's chair for every child expected to join a seated activity, with a few extra if space allows. Also keep blankets ready for floor activities, reading and quieter play.
When should I buy and prepare refreshments for the open day?: Buy non-perishable serving and activity supplies at least 3 to 5 days beforehand. Chill drinks and prepare snacks on the day, allowing enough time to set up the buffet before visitors arrive.

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