What to buy for an environmental depot open day

An environmental depot open day needs more than tables and refreshments. Visitors must be able to find reception, follow tours and demonstrations, hear presentations and understand the waste streams on display. This shopping list covers the practical supplies for a clear visitor route, working equipment and a comfortable refreshment area. Use your expected visitor count to scale cups, plates, badges and catering, and confirm power, weather protection and safety supplies before the event week.

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What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 4
Reception desk
Tableclothsqty 8
Clothing rack

Equipment

Sound system
Wireless microphonesqty 2
Laptopsqty 2
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 6
Power banksqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 350
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 2
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 4
Pliersqty 6
Storage binsqty 12
Water jugsqty 6
Serving traysqty 8

Cleaning

Waste binsqty 10
Trash bin labelsqty 10
Cleaning bucketsqty 4
Broom setsqty 4
Floor squeegeesqty 2
Hand broomsqty 4
Dustpansqty 4
Cleaning clothsqty 20
Hand sanitizer stationsqty 4
Toilet brushesqty 2

Decorations

Information boardsqty 12
Route arrowsqty 20
Flagsqty 12
Buntingqty 6
Name badgesqty 60
Badge holdersqty 60
Markersqty 12
Rolls of tapeqty 8
Cable tiesqty 100
Chalkboardsqty 4

Sports equipment

Children's craft tablesqty 3
Colored pencil setsqty 12
Craft matsqty 12
Quiz buzzersqty 4
Trophiesqty 10
Reusable glovesqty 30
Safety gogglesqty 30
Work helmetsqty 10

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea selection - 8 boxes
- Herbal tea - 2 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 30 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Carbonated water - 6 bottles
- Unsalted butter - 2 packs
- Margarine - 2 tubs
- Baguettes - 12 pieces
- Mini rolls - 250 pieces
- Young cheese - 4 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 10 tubs
- Jam - 4 jars
- Peanut butter - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Lettuce - 8 heads
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Mandarins - 8 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Snacks - 8 bags
- Rice cakes - 8 packs
- Muesli bars - 150 pieces
- Raisins - 6 packs
- Cookies - 12 packs
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Mustard - 3 jars
- Chili sauce - 2 bottles
- Olive oil - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Compostable trash bags - 50
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant - 3 bottles
- Dishwasher tablets - 50 pieces
- Sponges - 12 pieces
- Microfiber cloths - 30 pieces
- Rubber gloves - 20 pairs
- Bandages - 2 boxes
- Tissues - 12 packs
- Paper water cups - 500 pieces
- Wooden stirrers - 500 pieces
- Wooden skewers - 500 pieces

Tips

Plan at least one reception point with a desk, name badges, signage and a printed floor plan. Prepare 10–15% more badges and printed visitor information than the number of confirmed registrations.
For a four-hour open day, allow roughly two drinks per visitor for the first hour and one per hour afterwards. Add reusable cups, coffee cups, plates, cutlery, serving trays, coffee machines, kettles and thermos flasks to the catering order.
Check the power plan at least one week before the event. Match extension cords and power strips to the laptops, projector, sound system, microphones, coffee machines and lighting, and keep power banks available for staff devices.
If any activity is outdoors, arrange a party tent, tables and chairs before checking the weather forecast. Keep demonstrations and guided-tour departure points clearly marked with information boards and signs that remain readable in poor weather.
Prepare the visitor and staff areas separately. Use coolers and ice containers for drinks, a clothing rack for coats, LED lamps or string lights for darker areas, and keep scissors, first aid supplies and demonstration tools easy to reach.

Frequently asked questions

How many reusable cups do I need for an environmental depot open day?: Allow 1.5 to 2 reusable cups per expected visitor when a washing point is not available. For 100 visitors, prepare 150–200 cups, plus separate coffee cups if hot drinks are served.
How much seating is needed for an environmental depot open day?: Provide seating for about 20–30% of visitors at one time unless a seated presentation is planned. For 100 visitors, that means 20–30 folding chairs, with additional tables for reception, catering and demonstrations.
When should I arrange the tent, tables and sound equipment?: Confirm the party tent, tables, chairs, sound system, microphones and projector at least two weeks before the open day. Recheck delivery, power connections and equipment operation during the week before the event.
What should I prepare for guided tours and demonstrations?: Prepare route signs, information boards, demonstration tools, a printed floor plan and any presentation equipment at least three days in advance. Test laptops, projector, screen, microphones and sound before the event starts.

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