What you need for a dairy farm open day

This dairy farm open day shopping list covers the practical supplies visitors and volunteers use on the day. Plan separately for the cheese tasting, coffee service, reception desk and farm tour route. Count tableware against your expected visitor total, then add extra supplies for volunteers and replacements. Power leads, cooling space, signs and weather protection are easy to overlook, especially when equipment is spread between the barn, yard and tasting area.

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What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 8
Folding chairsqty 80
Reception desk
Stoolsqty 12
Clothes racksqty 2

Tableware

Platesqty 180
Dessert platesqty 180
Coffee cupsqty 120
Drinking glassesqty 180
Wine glassesqty 80
Knivesqty 180
Forksqty 180
Spoonsqty 120
Cheese knivesqty 24

Kitchen

Tasting boardsqty 24
Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 18
Serving tongsqty 12
Measuring cupsqty 4
Coffee machinesqty 3
Kettlesqty 3

Equipment

Refrigeratorsqty 2
Coolersqty 6
Extension cordsqty 6
Power stripsqty 6
Cash registersqty 2
Card machinesqty 2

Decorations

Buntingqty 8
Chalkboardsqty 10
Directional signsqty 12
Name badgesqty 30

Lighting

String lightsqty 6
Outdoor lightsqty 8

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 3
Mopsqty 3
Cleaning glovesqty 12

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Coffee creamer - 4 packs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 8 cartons
- Grape juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Apples - 8 kilograms
- Grapes - 6 kilograms
- Pears - 5 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 3 kilogram
- Crackers - 12 packs
- Baguettes - 18 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 3 kilograms
- Olive oil - 2 liters
- Honey - 3 jars
- Fig jam - 4 jars
- Mustard - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Balsamic vinegar - 2 bottles
- Pepper - 500 grams
- Salt - 1 kilogram
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Lemons - 3 kilogram
- Ice cubes - 20 kilograms
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Food prep gloves - 4 boxes
- Paper coffee cups - 200 pieces
- Wooden stirrers - 250 pieces

Tips

Set aside tasting equipment before the cheese delivery arrives: tasting boards, cheese knives, cutting boards, serving platters and tongs should be ready before preparation starts.
For coffee service, check the number of coffee machines and kettles against your busiest hour, then reserve enough cups, spoons and serving space so visitors do not queue beside the tasting table.
Plan a separate cold-storage area for cheese and drinks. Use refrigerators or coolers that can be checked and replenished without interrupting the farm tour route.
Test every extension cord and power strip before setting up the tents. Keep spare cable length available so coffee machines, lighting and reception equipment do not share unsafe or overloaded connections.
Prepare the visitor-facing supplies at least one day before opening: name badges, clothing racks, information signs, bunting, cash registers and card machines are often remembered only after the first visitors arrive.

Frequently asked questions

What tableware do I need for a dairy farm open day?: For each visitor, plan one plate or tasting plate, plus shared cutlery where food is served. Add coffee cups, drinking glasses and wine glasses according to the drinks offered, and keep at least 10% extra for breakages and replacements.
How much cheese do I need for a dairy farm open day tasting?: Allow about 75 to 100 grams of cheese per visitor for a tasting with several varieties. Order the final quantity at least 7 days ahead so delivery, refrigeration and any dietary requirements can be checked.
How many coffee machines should I bring to a dairy farm open day?: Use one coffee machine for roughly 40 to 50 coffee drinkers per hour, depending on its brewing capacity. Confirm the number at least 3 days before the event and check that the available power supply can handle all machines and kettles.
What should I prepare for an outdoor dairy farm open day?: Have party tents, tables, chairs, coolers, extension cords, power strips and clear route signs ready before setup day. Check the weather forecast 48 hours beforehand and finish the tent and parking layout at least 2 hours before visitors arrive.

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