What you need for a children’s farm open day

A children’s farm open day needs more than snacks and decorations. Visitors will move between animal enclosures, activities and refreshment areas, so plan supplies around the opening hours and expected attendance. Buy chilled food close to the event, keep drinks cold during delivery and check that serving equipment matches the number of visitors. Items such as extension cords, name badges and clear signs are easy to overlook until volunteers and families arrive.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 60
High tablesqty 4
Reception desk
Clothes racksqty 2
Blanketsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pliersqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Sound system
Microphone
Extension cordsqty 6
Power stripsqty 6
First aid kit
Flashlightsqty 4
Rechargeable batteriesqty 16
Cash box
Payment terminal
Power banksqty 3

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Measuring cupsqty 3
Ice packsqty 20
Cold thermometersqty 4
Food boxesqty 12
Thermos bottlesqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 12
Name badgesqty 40
Chalkboardsqty 8
Markersqty 12
Program postersqty 20
Floor plansqty 150
Route arrowsqty 20
Painter's tapeqty 6
Cable tiesqty 200

Lighting

LED light stringsqty 6
Battery lanternsqty 8

Sports equipment

Wooden throwing gameqty 2
Hoopsqty 10
Soft ballsqty 12
Skipping ropesqty 8
Coloring pagesqty 150
Colored pencilsqty 10
Animal quiz cardsqty 100
Water tubsqty 6
Barricadesqty 12
Work glovesqty 12

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Lemonade - 10 liters
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Ice cubes - 10 kilograms
- Baguettes - 12 pieces
- Bread rolls - 100 pieces
- Whole grain bread - 6 loaves
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Ham - 1.5 kilograms
- Chicken breast slices - 1,5 kilogram
- Hummus - 1 kilogram
- Cucumber - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 2 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Carrots - 4 kilograms
- Cherry tomatoes - 3 kilograms
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Pretzels - 5 bags
- Popcorn - 4 bags
- Cookies - 8 packs
- Mini muffins - 150 pieces
- Currant buns - 60 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Spice mix - 2 bags
- Napkins - 500 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Wooden skewers - 300 pieces
- Paper straws - 200 pieces
- Trash bags - 100 pieces
- Outdoor trash bags - 30 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Cleaning wipes - 6 packs
- Paper towels - 12 packs
- Goat feed - 10 kilograms
- Rabbit feed - 5 kilograms
- Carrots for animals - 10 kilograms
- Apples for animals - 8 kilograms
- Hay bales - 5 kilogram
- Drinking water for animals - 60 liter
- Chalk - 6 boxes
- Sticker books - 150 pieces
- Small treats - 150 pieces

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Waste binsqty 10
Glovesqty 12
Paper towel dispensersqty 4

Tips

Plan two to three drinks per visitor for the first hour, then add about one drink per person for every additional hour. Keep a separate supply of water available for volunteers working outdoors.
Order chilled food for delivery no earlier than one day before the open day. Store dairy products, prepared fillings and other perishable items in coolers or refrigerators as soon as they arrive.
Match cups, plates and cutlery to your busiest serving period, not your average attendance. For 100 visitors, start with at least 120 cups and plates so replacements are available when items are dropped or used at activities.
Pack serving and preparation equipment together: cutting boards, knives, measuring cups, platters and tongs should be ready before food delivery arrives. Add ice packs to the delivery and refreshment checklist if food must travel between buildings.
Prepare one name badge per volunteer plus at least 10% spares, and place markers and chalkboards with the signs before opening day. Check extension cords and power strips at least one day before using coffee machines, kettles or the sound system.

Frequently asked questions

How much food and drink do I need for a children’s farm open day?: For a four-hour event, allow two to three drinks per visitor in the first hour and one per hour after that. Plan one snack or small food portion per visitor, plus 10% extra for unexpected visitors and spilled or damaged servings.
How many cups and plates should I buy for 100 visitors?: Prepare at least 120 cups and 120 plates for 100 visitors. Add extra coffee cups if hot drinks are served separately, because visitors and volunteers may use more than one.
When should I order groceries for a farm open day?: Order non-perishable groceries at least three to five days before the event. Schedule chilled and frozen deliveries for the day before, then check quantities and move perishable food into cold storage immediately.
What do I need for the refreshment area at a children’s farm open day?: You need cups, coffee cups, plates, cutlery, serving platters, tongs, cutting boards, knives, measuring cups, coolers or ice packs, plus coffee machines or kettles if hot drinks are served. Check power outlets and test extension cords at least one day before opening.

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