What you need for a community garden open day
A community garden open day needs more than plants and a welcome table. Plan supplies for tours, refreshments, registration and changing weather, especially if visitors will arrive in waves. Reusable cups, coffee equipment, route signs, name badges and portable lighting are easy to overlook until setup starts. Use the 54-step plan and 45-item supply list to coordinate shopping, borrowing and delivery before the event day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 8
- Chairsqty 60
- Information desk
- Coat racksqty 2
Tableware
- Reusable cupsqty 100
- Coffee mugsqty 60
- Platesqty 80
- Bowlsqty 50
- Cutlery setsqty 80
- Pouring jugsqty 8
- Serving plattersqty 10
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Cutting boardsqty 4
- Kitchen knivesqty 6
- Serving spoonsqty 8
- Serving tongsqty 6
Equipment
- Coolersqty 4
- Extension cordsqty 4
- Power stripsqty 4
- Portable speaker
Lighting
- LED lampsqty 8
- String lightsqty 4
Decorations
- Welcome banner
- Buntingqty 6
- Route signsqty 12
- Information boardsqty 10
- Name badgesqty 80
- Badge holdersqty 80
Office
- Clipboard foldersqty 4
- Ballpoint pensqty 20
- Registration formsqty 100
- Program leafletsqty 100
- Floor plansqty 100
- Cash box
Cleaning
- Waste binsqty 8
- Sorting traysqty 4
- Broomqty 3
- Dustpan and brushqty 2
- Mopsqty 2
- Bucketsqty 2
Safety
- First aid kit
- Flashlightsqty 4
Catering
- Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Lemonade - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 6 crates
- Spa Red - 3 crates
- Ice cubes - 10 kilograms
- Popsicles - 80 pieces
- Unsalted butter - 2 tubs
- Jam - 3 jars
- Chocolate sprinkles - 2 packs
- Peanut butter - 2 jars
- Hummus - 4 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 4 heads
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Cheese - 3 kilograms
- Vegetarian Sliced Toppings - 2 kilogram
- Currant buns - 80 pieces
- Mini quiches - 120 pieces
- Vegetable spring rolls - 100 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty sticks - 4 bags
- Salted peanuts - 3 bags
- Apples - 6 kilogram
- Grapes - 4 kilograms
- Bananas - 4 kilogram
- Strawberries - 3 kilograms
- Lemons - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Sponges - 10 pieces
- Cleaning cloths - 20 pieces
Tips
- Plan refreshments by attendance: allow two to three drinks per person for the first hour, then one drink per person per additional hour. Set aside extra water for tour guides and volunteers.
- Prepare at least one name badge and holder for every registered visitor, volunteer and guide, plus around 10% spare badges for walk-ins or damaged labels.
- For an outdoor garden route, print one schedule or floor plan for each guide and place route signs at every entrance, turn and booth. Do this at least one day before the open day.
- Provide one reusable cup per expected guest for a single serving cycle, then add 15% spare cups. Keep separate coffee mugs, plates, bowls and cutlery available for snacks and fruit.
- Check power and weather supplies 24 hours in advance: test extension cords, power strips, coffee machines and LED lamps, and confirm that party tents can cover the information desk and refreshment area.
Frequently asked questions
- How many cups do I need for a community garden open day?
- Start with one reusable cup per expected guest for each serving cycle, plus 15% spare cups. For 80 visitors, that means at least 92 cups if washing or collection is not available during the event.
- How much food and drink should I buy for an open garden day?
- Allow two to three drinks per person during the first hour and one more per person for each additional hour. For snacks, plan at least two portions per visitor, with extra fruit and water for volunteers and tour guides.
- When should I prepare signs and name badges?
- Print route signs, information boards, floor plans and the schedule at least one day before the event. Prepare badges two to three days ahead so registration names and dietary requirements can be checked before setup.
- What outdoor equipment is needed for a community garden open day?
- Plan party tents, foldable tables, chairs, an information desk, route signs and weatherproof information boards. Test lighting, extension cords and power strips at least 24 hours beforehand, and keep a covered area ready for refreshments.
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