What you need for a community center open house

A community center open house needs more than coffee and a few signs. You will need a workable reception area, serving equipment, reusable tableware, refreshments, room guidance, and power for sound equipment. Plan quantities from your registration list, then add a small buffer for walk-ins and volunteers. Buy or collect chilled drinks, snacks, name badges, signs, and kitchen tools early enough to check dietary requirements and test the equipment before doors open.

Organize this event for free with Lizzt

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 80
Buffet tablesqty 3
Reception desk
High tablesqty 4
Coat racksqty 2

Tableware

Reusable coffee cupsqty 60
Reusable drinking glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Serving spoonsqty 8
Serving plattersqty 10
Thermos flasksqty 6

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 10
Name badgesqty 100
Wayfinding signsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 2

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Measuring cupsqty 2
Bread basketsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Lighting

LED light stringsqty 4
LED lampsqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Lemonade - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 4 packs
- Young cheese - 3 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Lettuce - 6 heads
- Herb cheese - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Popcorn - 4 bags
- Apples - 6 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Cookies - 8 packs
- Mini muffins - 100 pieces
- Gluten-free crackers - 3 packs
- Gluten-free cookies - 3 packs
- Vegan spread - 4 packs
- Nuts - 2 kilos
- Ice cubes - 8 bags
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Plan one name badge for every registered visitor, volunteer, and organiser, plus 10% extra for walk-ins and damaged badges. Keep blank badges and markers at the reception desk.
For a two-hour open house, allow 2–3 drinks per person in the first hour and about 1–2 more for each additional hour. Chill drinks the day before and keep a separate supply for volunteers.
Provide roughly 2–3 small snack portions per visitor, including options based on the dietary requirements you collected. Put serving spoons and platters out with the buffet instead of leaving them in the kitchen.
Count reusable cups, glasses, plates, and cutlery against your expected busiest arrival period, not the total attendance spread across the day. A 10–15% spare supply prevents a queue when items are being washed or moved.
Check extension cords, power strips, coffee machines, kettles, speakers, and the microphone at least one day before the open house. Bring rechargeable power banks as a backup for phones used at reception or for checking registrations.

Frequently asked questions

What food and drinks do I need for a community center open house?: For a two-hour event, plan 2–3 drinks per person in the first hour and 1–2 additional drinks per person for every extra hour. Allow 2–3 snack portions per visitor, with separate options for the dietary requirements on your registration list.
How many cups, plates, and glasses should I buy for an open house?: Count one complete place setting per person expected during the busiest period, then add 10–15% spare items. If 80 people may be present at once, prepare about 88–92 cups, plates, and sets of cutlery.
How many name badges do I need for a community center open house?: Prepare one badge for every registered visitor, volunteer, and organiser, plus 10% extra for walk-ins and mistakes. Keep blank badges and markers at the reception desk so late arrivals can be labelled immediately.
When should I prepare the shopping for a community center open house?: Buy shelf-stable snacks, tableware, signs, and decorations at least 3–5 days beforehand. Chill drinks and check fresh groceries the day before, then test coffee, sound, and power equipment before the event opens.

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.