What you need for a crematorium open day

A crematorium open day needs more than coffee and printed information. Visitors move through reception, presentations and guided tours, so you need clear signage, name badges, folders and equipment that works in each space. For refreshments, plan coffee, tea, water and snacks for the full visitor period, with extra cups and glasses for staggered tour groups. Use this list to check what must be bought, hired or brought in before the doors open.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
B high tablesqty 4
Tableclothsqty 10
Coat racksqty 4
Umbrella binsqty 2

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 100
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 100
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Serving spoonsqty 8
Serving tongsqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 8

Decorations

Flower arrangementsqty 6
Table signsqty 12
Photo framesqty 8
Name badgesqty 40
Clipboardsqty 6
Pensqty 30
Information boardsqty 12
Table numbersqty 10

Lighting

Standing lampsqty 4
LED lampsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 12
Cleaning clothsqty 20
Waste binsqty 8
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 6 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Lemons - 2 kilograms
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Sparkling water - 6 bottles
- Ice cubes - 10 kilograms
- Mini ice pops - 100 pieces
- Mini quiches - 120 pieces
- Vegetable pies - 100 pieces
- Cheese cubes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Pears - 30 pieces
- Cucumber - 8 pieces
- Carrots - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Vegan cheese - 1 kilogram
- Whole grain bread - 8 loaves
- Mini rolls - 150 pieces
- Butter - 1 kilogram
- Jam - 3 jars
- Honey - 2 jars
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted breadsticks - 6 bags
- Mixed nuts - 2 kilograms
- Gluten-free crackers - 6 packs
- Vegan cookies - 6 packs
- Butter cookies - 8 packs
- Apple pie - 8 pieces
- Vegan cake - 4 pieces
- Gluten-free cake - 3 pieces
- Napkins - 500 pieces
- Coffee filters - 2 boxes
- Stirrers - 300 pieces
- Paper cups - 200 pieces
- Paper plates - 200 pieces
- Trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 6 bottles
- Disinfectant wipes - 6 packs

Tips

Plan at least 2 cups of hot drinks and 2 glasses of water per expected visitor, then add 10% extra for guides, speakers and spills. Check coffee, tea, sugar and milk separately rather than relying on the equipment list alone.
Provide one information folder and one name badge per registered visitor, plus at least 10% spare. Keep extra folders at the reception desk for late registrations or replacements.
Allow one table for registration, one refreshment table and enough chairs for the presentation area. Add high tables if visitors will be standing between tours, and place coat racks and umbrella bins near the entrance.
Test every laptop, projector, screen and microphone in the room where it will be used at least one day before the open day. Bring extension cords, power strips and a cable reel so tour briefings or presentations are not delayed by missing connections.
Prepare refreshments in batches for the tour schedule instead of putting everything out at once. Chill drinks several hours ahead, fill water jugs before opening and keep serving trays, tongs and spoons ready at the catering point.

Frequently asked questions

How much coffee and water do I need for a crematorium open day?: Allow 2 cups of coffee or tea and 2 glasses of water per visitor, plus 10% extra. For 50 visitors, prepare for at least 110 hot drinks and 110 glasses of water.
How many information folders and name badges should I prepare?: Prepare one folder and one badge per registered visitor, then add 10% spare. For 80 registrations, that means 88 folders and badges.
When should I test the projector and microphone?: Test all presentation equipment at least 24 hours before the open day, in the rooms where it will be used. Repeat a short sound and image check 60 minutes before visitors arrive.
How early should refreshments be ready?: Set up the coffee, tea, water and snacks 30 to 45 minutes before opening. Chill bottled drinks several hours earlier and refill water jugs between tour groups.

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