What you need for a children's farm open day

A children's farm open day needs more than animal feed and snacks. Plan supplies for families arriving throughout the day, including drinks, coffee, serving equipment, clear allergen labels and weather protection. Reusable cups, plates and cutlery reduce waste, while coolers and thermos flasks keep refreshments manageable outdoors. This checklist also covers the practical items that are easy to arrange too late, such as card payment equipment, extension cords, route signs and lighting.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Beer tablesqty 4
Bar stoolsqty 6
Clothes racksqty 2

Tableware

Reusable drinking cupsqty 150
Reusable coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Serving traysqty 6

Equipment

Card machinesqty 2
Cash box
Extension cordsqty 6
Power stripsqty 6
Mobile phoneqty 2
Megaphone
Handheld microphone

Lighting

LED light stringsqty 6
Outdoor lightsqty 4

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 10
Info boardsqty 8
Chalkboardsqty 4
Directional signsqty 12

Sports equipment

Conesqty 20
Barrier tapeqty 4
Wooden wheelbarrowsqty 3
Hoopsqty 8
Ballsqty 10
Ring toss setsqty 3
Face paint setsqty 3
Colored pencilsqty 24
Coloring pagesqty 150
Pony bridlesqty 4
Grooming kits for poniesqty 4

Cleaning

Waste binsqty 10
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Dustpan and brushqty 3
Hand soap dispensersqty 6

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Multi-fruit juice - 6 packs
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Lemonade syrup - 3 bottles
- Ice cubes - 12 bags
- Paper straws - 200 pieces
- Mini ice pops - 150 pieces
- Vanilla ice cream - 5 liters
- Whipped cream waffles - 150 pieces
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 12 pieces
- Lettuce - 6 heads
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Brown rolls - 100 pieces
- Mini croissants - 120 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Spice mix - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted popcorn - 5 bags
- Cookies - 8 packs
- Sirup waffles - 6 packs
- Muesli bars - 150 pieces
- Raisin buns - 100 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Vegan spread - 2 kilos
- Gluten-free cookies - 4 packs
- Cardboard snack trays - 200 pieces
- Paper napkins - 500 pieces
- Bamboo skewers - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Compostable trash bags - 50
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 bottles
- Disinfecting wipes - 8 packs
- Rubber gloves - 12 pairs
- Paper towels - 12 packs
- Hand sanitizer gel - 6 bottles

Tips

Plan around your expected visitor count, then add 10% extra cups, plates and cutlery for replacements and unexpected arrivals. Keep a separate reserve of at least 20 cups and plates if attendance is difficult to predict.
For drinks, allow 2 to 3 servings per person for the first hour and about 1 serving per person for each additional hour. Chill drinks before opening and use coolers so they stay cold during the busiest period.
Prepare at least 1 clearly marked serving area for snacks and drinks, with separate tongs and platters where allergens are present. Make allergen labels before the event rather than trying to identify ingredients during service.
Count power points at least 2 days before opening. Use extension cords and power strips only where they can be kept dry and away from visitor routes, especially near coffee machines, kettles and lighting.
Pack payment and communication equipment the day before: test every card machine, prepare the cash box and float, and charge the mobile phone. Keep a megaphone or handheld microphone available if the site is spread out.

Frequently asked questions

How much food and drink do I need for a children's farm open day?: For drinks, plan 2 to 3 servings per person during the first hour and 1 additional serving per person for every following hour. For snacks, prepare at least 2 portions per visitor, plus 10% extra for late arrivals and spillages.
How many reusable cups, plates and cutlery sets should I buy or bring?: Use the expected number of visitors as a starting point and add 10% for replacements. If people will eat or drink in waves, prepare at least one full set per expected visitor and keep an extra reserve of 20 sets for a small open day.
When should I prepare drinks and snacks for the farm open day?: Buy non-perishable supplies at least 3 to 5 days beforehand and chill drinks the evening before. Prepare snacks on the day itself, with allergen labels ready before the first visitors arrive.
What equipment should I arrange for an outdoor children's farm open day?: Arrange tents, tables, chairs, coolers, coffee equipment, payment equipment and power supplies at least 2 days in advance. Check the weather forecast 48 hours before opening and confirm that lighting and electrical equipment can be used safely outdoors.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.