Church Open Day Shopping List

Use this shopping list to prepare a church open day with refreshments, guided tours, music and activities for children. Plan tableware and drinks for the number of registered visitors, then add a small buffer for walk-ins and breakages. The easy-to-miss items are usually practical: name badges, floor-plan printing, extension cords, serving dishes and enough bins near the buffet. Chill drinks and collect fresh produce on the day or the day before, depending on storage.

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What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 120
Buffet tablesqty 4
Information deskqty 2
Children's chairsqty 6
Clothes racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 150
Soup bowlsqty 100
Cutlery setsqty 150
Serving plattersqty 20

Decorations

Flower arrangementsqty 8
Tableclothsqty 16
Runnerqty 2
Buntingqty 8
Balloonsqty 100
Candlesqty 30
Candle holdersqty 15
Photo framesqty 12

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 8
Kettlesqty 3
Coffee machinesqty 3

Kitchen

Coolersqty 4
Thermos flasksqty 8
Soup kettlesqty 2
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving spoonsqty 12
Serving tongsqty 8

Organization

Name badgesqty 40
Program leafletsqty 180
Tour cardsqty 150
Information brochuresqty 150
Floor plansqty 150
Pensqty 30
Clipboardsqty 8
Markersqty 24
Directional signsqty 20
Registration formsqty 150
Wristbandsqty 150
Lost and found box

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning clothsqty 30

Lighting

LED lampsqty 12
String lightsqty 6
Flashlightsqty 4

Catering

Groceries
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 1 pack
- Granulated sugar - 3 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- sparkling water - 8 bottles
- Still mineral water - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Lemons - 2 kilos
- Ice cubes - 10 kilos
- Butter - 1 kilo
- Jam - 4 jars
- Honey - 2 jars
- Peanut butter - 2 jars
- Chocolate sprinkles - 2 packs
- Young matured cheese - 3 kilos
- Cream cheese - 1 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Mini white rolls - 150 pieces
- Mini wholemeal rolls - 100 pieces
- Croissants - 80 pieces
- Currant buns - 60 pieces
- Eggs - 60 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Cucumbers - 3 kilos
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Red onions - 2 kilos
- Carrots - 3 kilos
- Celery - 1 kilo
- Potatoes - 8 kilos
- Leeks - 2 kilos
- Zucchini - 3 kilo
- Mushrooms - 2 kilos
- Vegetable bouillon - 3 packs
- Diced tomatoes - 12 cans
- Chickpeas - 8 cans
- Red lentils - 2 kilos
- Coconut milk - 8 cans
- Cooking cream - 4 liters
- Pasta - 5 kilos
- Rice - 5 kilo
- Grated cheese - 2 kilos
- Feta - 1 kilo
- Olive oil - 2 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilo
- Black pepper - 3 mills
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Cumin - 1 jar
- Garlic - 6 bulbs
- Basil - 6 tubs
- Parsley - 4 bunches
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 5 kilos
- Oranges - 6 kilos
- Mini muffins - 120 pieces
- Butter cookies - 8 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty popcorn - 4 bags
- Mixed nuts - 3 kilo
- Raisins - 2 kilos
- Vegetarian puff pastry snacks - 120 pieces
- Olives - 3 jars
- Pickles - 3 jars
- Herb cheese - 1 kilo
- Crackers - 8 packs
- Napkins - 500 pieces
- Coffee filters - 3 packs
- Tea filters - 2 boxes
- Stirrers - 500 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Trash bags - 4 rolls
- Biodegradable trash bags - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 8 pairs

Tips

Count one plate, glass, cup and cutlery set per expected visitor, plus 10% extra for volunteers, children and replacements. Add soup bowls only if soup is on the menu.
For the coffee corner, allow at least one cup per guest and two hot drinks per person over a two-hour open day. Check that kettles, extension cords and power strips reach the serving area safely.
Prepare one name badge for every volunteer, guide, hostess and musician, with 10% spare. Keep pens and a small supply at the information desk for late additions.
Set out one waste bin at the entrance, near the buffet and in the children’s area. Place tablecloths, serving platters and cutlery at the buffet before visitors arrive, not while the first tour is starting.
Test the wireless microphones, speakers, mixer, laptop and projector at least 60 minutes before opening. Bring the printed floor plan and information texts even if the same content is shown on screen.

Frequently asked questions

What do I need for a church open day?: You need refreshments, coffee cups, glasses, plates, cutlery and serving platters, plus tables, chairs and an information desk. For the programme, prepare name badges, a printed floor plan, tour information, microphones and speakers. Add children’s chairs and activity materials if families are expected.
How many plates and glasses do I need for a church open day?: Allow one plate and one glass per expected visitor, then add 10% extra. For 100 visitors, prepare at least 110 plates and 110 glasses, plus enough cups and cutlery for volunteers and replacements.
How much coffee should I buy for a church open day?: Plan for two hot drinks per person during a two-hour event, then add 10% for volunteers and extra servings. For 100 visitors, that means about 220 cups of coffee or tea, with enough kettles and cups available at the coffee corner.
When should I set up the church open day supplies?: Set up furniture, information materials and decorations the day before where possible. Chill drinks and collect fresh produce on the day or the previous day, and test all sound and projection equipment at least 60 minutes before opening.

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