What you need for a court open day
A court open day needs more than chairs and coffee. Visitors must be checked in quickly, guided through the building, and given clear information about tours, photography rules and accessibility. This shopping list covers the practical supplies for reception, catering, queues, printed materials and presentations. Quantities depend on your visitor numbers and tour capacity, but planning per arrival wave prevents shortages and long waits.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 12
- Chairsqty 120
- Stoolsqty 20
- Reception deskqty 2
- Buffet tablesqty 4
- Queue posts with ropeqty 8
- Waste binsqty 10
Tableware
- Coffee cupsqty 120
- Glassesqty 160
- Platesqty 140
- Knivesqty 140
- Forksqty 140
- Spoonsqty 140
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Thermos flasksqty 6
- Serving traysqty 8
- Pouring jugsqty 8
- Pliersqty 8
- Coolersqty 6
- Cutting boardsqty 4
- Bread knivesqty 3
- Storage binsqty 12
Equipment
- Laptopsqty 3
- Projectorsqty 2
- Projection screensqty 2
- Wireless microphonesqty 3
- Speakersqty 2
- Extension cordsqty 8
- Power stripsqty 8
- Power banksqty 4
- Walkie-talkiesqty 8
- Conesqty 20
- Barrier tapeqty 6
- Flashlightsqty 6
Decorations
- Information boardsqty 12
- Wayfinding signsqty 16
- Tablecloth coversqty 16
- Flagsqty 8
- Poster holdersqty 12
- Photo panelsqty 3
Paper goods
- Program leafletsqty 300
- Floor plansqty 300
- Visitor formsqty 300
- Name badge holdersqty 180
- Wristbandsqty 300
- Pensqty 60
- Markersqty 24
- Sticky notesqty 12
- Clipboardsqty 10
- Paper tapeqty 12
Safety
- First aid kitsqty 2
- Flashlightsqty 6
- Safety vestsqty 12
Cleaning
- Cleaning bucketsqty 4
- Mopsqty 4
- Broom setsqty 3
- Dustpan and brushqty 4
- Cleaning cartsqty 2
- Hand soap dispensersqty 8
Catering
- Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 250 bags
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Spa Blauw - 120 bottles
- Spa Rood - 60 bottles
- Cola - 24 cans
- Cola Zero - 24 cans
- Orange soda - 18 cans
- Apple juice - 12 liters
- Orange juice - 12 liters
- Lemonade - 10 liters
- Ice cubes - 12 kilo
- Mini rolls - 300 pieces
- Whole grain bread - 8 loaves
- Cheese slices - 4 kilos
- Young cheese - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Chicken breast topping - 2 kilos
- Cucumber - 3 kilos
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Mini quiches - 150 pieces
- Vegetarian savory snacks - 150 pieces
- Vegan savory snacks - 75 pieces
- Gluten-free sandwich rolls - 30 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted breadsticks - 6 bags
- Nut mix - 4 bags
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 5 kilos
- Cookies - 8 packs
- Brownies - 120 pieces
- Vegan cookies - 4 packs
- Gluten-free cookies - 3 packs
- Paper napkins - 600 pieces
- Cocktail sticks - 2 boxes
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Hand soap - 8 bottles
- Hand sanitizer - 10 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Microfiber cloths - 24 pieces
Tips
- Plan 1 reception place for every 2 registration staff, with a desk, printed visitor lists, name badges and maps ready before the first arrival. Keep spare badges and pens at the desk for last-minute registrations.
- For a seated catering break, provide 1 chair per expected guest plus 5–10% spare. For standing refreshments, allow roughly 1 buffet table for every 40–50 visitors so queues do not block the tour route.
- For the first hour, budget 2–3 drinks per person, then 1 drink per person for each additional hour. Set out separate coffee cups, glasses, plates, cutlery, serving trays and waste bins rather than relying on one shared station.
- Match presentation equipment to each tour or information point: prepare 1 tested laptop, projector, screen and microphone setup per active presentation area. Bring extension cords and power strips, and test every connection before visitors arrive.
- Print at least 1 map and 1 programme booklet per registered visitor, plus 10% spare copies. Keep photography and privacy rules visible at reception and at the relevant entrance instead of handing them out only when visitors ask.
Frequently asked questions
- How many chairs do I need for a court open day?
- Plan 1 chair per seated visitor and add 5–10% spare for late arrivals or damaged seats. If different tour groups sit down at separate times, base the quantity on the largest group rather than the total number registered.
- How much coffee and water should I buy for an open day?
- For the first hour, allow 2–3 drinks per person, including coffee, tea and water. For every later hour, allow about 1 drink per person, then add 10% to cover guides, speakers and unexpected visitors.
- How many printed maps and programmes are needed?
- Prepare 1 map and 1 programme booklet for each registered visitor, with 10% extra copies. Print the visitor list and name badges separately, because registrations and tour allocations can change close to opening time.
- What equipment is needed for court open day presentations?
- Each active presentation area needs a tested laptop, projector, projection screen, wireless microphone and speakers where required. Bring at least 1 extension cord and power strip per setup, and test the complete connection on the day before the event.
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