What you need for a conference center open day

A conference center open day needs more than coffee and printed invitations. Visitors move between registration, demonstrations, presentations and guided tours, so supplies must be ready in several rooms at once. Use this list to prepare catering, serving equipment, presentation gear, signage and visitor materials without last-minute shopping. Check quantities against your registration list, dietary requirements and the number of tour groups before ordering.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
High tablesqty 10
Registration desk
Buffet tablesqty 4
Stoolsqty 12

Tableware

Water glassesqty 150
Coffee cupsqty 120
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8

Equipment

Projectorqty 3
Projection screensqty 3
Laptopsqty 3
HDMI cablesqty 5
Extension cordsqty 8
Power stripsqty 8
Wireless microphonesqty 3
Speakersqty 4
Microphone standsqty 3
Presentation clickersqty 3
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3

Kitchen

Thermos flasksqty 8
Coffee potsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Ice packsqty 24

Decorations

Tableclothsqty 18
Balloonsqty 150
Balloon pumpqty 2
Welcome sign
Plantsqty 12
Name card holdersqty 20

Lighting

LED string lightsqty 8
Standing lampsqty 6

Registration

Name badge holdersqty 150
Pensqty 30
Clipboardsqty 10
Visitor formsqty 180
Wristbandsqty 180

Communication

Walkie-talkiesqty 8
Floor plansqty 180
Program leafletsqty 180
Information bagsqty 180
Directional signsqty 20
Permanent markersqty 12

Cleaning

Waste binsqty 12
Mop setsqty 3
Vacuum cleanersqty 2
Cleaning spongesqty 12
Hand soap dispensersqty 8
Towel dispensersqty 8

Catering

Groceries
- Coffee beans - 8 packs
- Tea bags - 300 pieces
- Decaffeinated coffee - 2 packs
- Sugar sticks - 500 pieces
- Sweetener - 300 pieces
- Semi-skimmed milk - 20 liters
- Oat milk - 8 liters
- Lemons - 20 pieces
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 30 bottles
- Cola Zero - 30 bottles
- Orange soda - 20 bottles
- Iced tea - 20 bottles
- Apple juice - 15 packs
- Orange juice - 15 cartons
- Beer - 120 bottles
- Alcohol-free beer - 60 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 8 bottles
- Toast crackers - 20 packs
- Whole wheat baguettes - 12 pieces
- White baguettes - 12 pieces
- Mini sandwiches - 240 pieces
- Mini wraps - 180 pieces
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Young cheese - 8 kilograms
- Brie - 5 kilograms
- Smoked chicken breast - 4 kilograms
- Vegetarian spreads - 12 tubs
- Cucumbers - 20 pieces
- Cherry tomatoes - 8 kilograms
- Bell peppers - 20 pieces
- Grapes - 10 kilograms
- Apples - 120 pieces
- Bananas - 80 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salty snack mix - 10 bags
- Mini cookies - 15 packs
- Brownies - 180 pieces
- Gluten-free crackers - 6 packs
- Gluten-free sandwich rolls - 30 pieces
- Vegan sandwiches - 40 pieces
- Vegan wraps - 40 pieces
- Nut-free snacks - 40 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Olive oil - 2 bottles
- Black pepper - 2 grinders
- Sea salt - 2 packs
- Coffee filters - 300 pieces
- Ice cubes - 20 kilograms
- Paper napkins - 1200 pieces
- Paper cups - 300 pieces
- Wooden stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkin dispensers - 8 pieces
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 10 bottles
- All-purpose cleaner - 6 bottles
- Glass cleaner - 4 bottles
- Dishwashing liquid - 4 bottles
- Dishwasher tablets - 100 pieces
- Toilet cleaner - 6 bottles
- Disinfectant wipes - 12 packs
- Cleaning gloves - 12 pairs
- Microfiber cloths - 30 pieces
- Paper towels - 24 packs

Tips

Plan tableware for your busiest serving period, not your average attendance. Have at least one plate, cup, glass and cutlery set per expected visitor, plus about 10% extra for replacements and late arrivals.
Keep shelf-stable catering separate from chilled items and check the coolers on the day before setup. Put drinks and perishable food into cooling early enough to be ready when registration opens.
Prepare the registration desk with name badges, printed maps, visitor lists and information packs at least one day before the open day. Pack spare badges and pens so a change or walk-in visitor does not delay check-in.
Test every presentation position with the actual laptop, projector, screen, HDMI cable, microphone and clicker at least two hours before visitors arrive. Bring extension cords and power strips for rooms where outlets are not close to the tables.
Set up coffee machines, kettles, thermos flasks and coffee pots before the first tour group returns. Keep serving platters, tongs and spoons together at the buffet so staff are not searching for them during a busy break.

Frequently asked questions

How much tableware do I need for a conference center open day?: Allow one plate, coffee cup, water glass and cutlery set per registered visitor, then add 10% extra. For 80 visitors, prepare at least 88 of each frequently used item where practical.
When should I buy supplies for a conference center open day?: Buy shelf-stable catering, disposable visitor materials and presentation accessories 3 to 5 days beforehand. Buy or collect chilled items no earlier than 1 day before, unless the supplier gives a different storage window.
How many microphones and speakers are needed?: Use at least one wireless microphone for each presentation room and one speaker system that covers the room clearly. If demonstrations and talks run at the same time, prepare separate microphone and speaker setups for each space.
What should I prepare at the registration desk?: Set out the visitor list, name badges, pens, maps and information packs before doors open. Prepare about 10% more badges and packs than the confirmed registrations to cover corrections, replacements and walk-ins.

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