What you need for a college open day

A college open day needs more than brochures and a registration desk. Visitors move between information stands, presentation rooms and refreshment areas, so the right furniture, equipment and serving items must be ready in each space. Use the plan below to organise what to buy, hire or bring, from laptops and presentation cables to coffee cups, name badges and directional materials. Check room-by-room quantities before ordering, especially for technical equipment and catering supplies.

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What to bring

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

Furniture

Information desksqty 18
Registration tablesqty 3
Chairsqty 180
Bar stoolsqty 20
Lounge sofasqty 6
Foldable tablesqty 8
Clothes racksqty 2
Bollardsqty 12

Equipment

Laptopsqty 12
Projectorqty 8
Projection screensqty 8
Presentation clickersqty 8
HDMI cablesqty 12
Extension cordsqty 20
Power stripsqty 20
Wireless microphonesqty 4
Speakersqty 4
Microphone standsqty 4
Charging stationsqty 4
Coolersqty 6
Coffee machinesqty 5
Kettlesqty 4

Tableware

Coffee cupsqty 220
Glassesqty 220
Platesqty 220
Forksqty 220
Knivesqty 220
Spoonsqty 220
Serving traysqty 20
Serving tongsqty 12

Kitchen

Coffee thermosesqty 10
Water jugsqty 12
Scissorsqty 8
Cutting boardsqty 6
Chef's knifeqty 4
Ice packsqty 30
Storage boxesqty 20
Aluminum foilqty 4

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpsqty 4
Flower arrangementsqty 10
Tableclothsqty 24
Name badgesqty 220
Badge holdersqty 220

Lighting

LED string lightsqty 10
LED work lightsqty 6

Cleaning

Waste binsqty 18
Floor squeegeesqty 3
Vacuum cleanersqty 3
Mopsqty 6
Bucketsqty 6
Cleaning cartsqty 2
Hand sanitizerqty 12
Toilet brushesqty 6

Catering

Coffee potsqty 8
Sugar bowlsqty 8
Milk jugsqty 8
Coffee spoonsqty 120
Napkin holdersqty 12
Drink dispensersqty 6
Groceries
- Coffee - 12 packs
- Decaffeinated coffee - 2 packs
- Assorted tea bags - 6 boxes
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 20 liters
- Oat milk - 8 liters
- Semi-skimmed coffee milk - 6 bottles
- Granulated sugar - 4 kilos
- Sweeteners - 4 boxes
- Honey - 3 jars
- Spa Blue - 12 crates
- Spa Rood - 4 crates
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemonade syrup - 4 bottles
- Alcohol-free sparkling wine - 12 bottles
- Ice cubes - 25 kilos
- Mini water bottles - 240 pieces
- Mini raisin rolls - 180 pieces
- Mini croissants - 180 pcs
- Mini cheese rolls - 120 pieces
- Mini vegetable pies - 120 pieces
- Wraps - 80 pieces
- Whole wheat wraps - 40 pieces
- Cream cheese - 12 tubs
- Hummus - 12 tubs
- Young cheese - 8 kilos
- Cooked ham - 5 kilo
- Smoked chicken breast - 5 kilo
- Egg salad - 6 kilos
- Cucumbers - 20 pieces
- Tomatoes - 8 kilo
- Bell peppers - 5 kilos
- Arugula - 2 kilos
- Iceberg lettuce - 12 heads
- Olives - 4 jars
- Apples - 12 kilos
- Bananas - 10 kilo
- Grapes - 8 kilos
- Mandarins - 8 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted pretzels - 8 bags
- Mini cookies - 12 packs
- Brownies - 10 boxes
- Vegan brownies - 4 boxes
- Gluten-free cookies - 6 packs
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Pesto - 4 jars
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Olive oil - 2 bottles
- Baking paper - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Napkins - 1000 pieces
- Coffee filters - 500 pieces
- Stirrers - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 300 pieces
- Garbage bags - 100 pieces
- Residual waste bags - 50 pieces
- Plastic waste bags - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Toilet paper - 96 rolls
- Paper towels - 20 packs
- Hand soap - 12 bottles

Tips

Prepare one registration setup for each entrance or arrival point, with a registration table, laptop, attendance list, name badges and pens. Keep spare badges available for walk-in visitors.
Give every presentation room its own projector, screen, HDMI cable, extension cord and power strip. Test the complete setup in each room at least one day before the open day, not just the laptops.
Plan seating by activity: chairs for information sessions, bar stools or lounge sofas for informal conversations, and foldable tables for materials. Add clothes racks and bollards where visitor flow or coats could block entrances.
For the first hour, allow two to three drinks per visitor, then adjust the total for the expected programme length. Order cups, glasses, plates, forks, knives and spoons separately so a shortage of one item does not disrupt service.
Keep refreshments in coolers and place coffee machines and kettles away from registration and presentation equipment. Set out serving trays and serving tongs before catering arrives, and check charging stations, microphones and speakers during the final room walk-through.

Frequently asked questions

What should I buy for a college open day?: Plan for registration tables, information desks, chairs, laptops, presentation equipment, name badges, brochures and refreshments. For serving, include coffee cups, glasses, plates, forks, knives, spoons, trays and tongs; the exact quantity depends on attendance and programme length.
How many drinks do I need for a college open day?: Allow two to three drinks per visitor for the first hour, then roughly one to two drinks per person for each additional hour. Add a buffer of about 10% for staff, presenters and unexpected visitors.
When should I order equipment for a college open day?: Reserve furniture, projectors, screens, microphones and speakers at least 2–4 weeks ahead when hiring is involved. Check every room’s equipment and cables at least 1 day before the event so replacements can still be arranged.
How many registration tables do I need for an open day?: Use at least 1 registration table per 100 expected visitors arriving within the same hour. If arrivals are concentrated at one entrance, add another table rather than making visitors queue while staff search for names or prepare badges.

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