What to buy for an estate open day

An estate open day needs more than refreshments and a welcome desk. Visitors move through several areas, so you need clear route signs, seating, serving equipment and reliable power for coffee, audio and registration. This shopping list covers the practical items to bring or buy, from reusable tableware and chilled storage to tables, chairs and cable protection. Check quantities against your expected visitor count and the number of guided tour slots before placing orders.

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What to bring

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

Furniture

Party tentqty 3
Buffet tableqty 4
Bistro tableqty 8
Folding tableqty 10
Folding chairqty 100
Lounge sofaqty 6
Bar stoolqty 12
Reception desk
Clothing rack

Tableware

Reusable plateqty 120
Reusable bowlqty 60
Reusable glassqty 150
Coffee cupqty 80
Tea glassqty 60
Cutlery setqty 150
Serving platterqty 20
Serving trayqty 8
Water jugqty 12

Equipment

Coffee makerqty 3
Kettleqty 3
Cool boxqty 6
Ice cube trayqty 6
Speakerqty 2
Microphoneqty 2
Extension cordqty 6
Power stripqty 6
Cable matqty 8
Hand truckqty 2

Decorations

Buntingqty 12
Flower arrangementqty 10
Tableclothqty 20
Cloth napkinqty 120
Lanternqty 20
Chalkboardqty 8
Flower potqty 12
Name badgeqty 120

Lighting

LED light stringqty 8
LED lampqty 12
Battery lanternqty 12
Spare batteryqty 24

Kitchen

Cutting boardqty 6
Chef's knifeqty 6
Bread knifeqty 3
Serving spoonqty 12
Pliersqty 8
Mixing bowlqty 6
Thermosqty 8
Food warmerqty 4
Cooling packqty 24

Cleaning

Waste binqty 10
Waste sorting binqty 4
Mopqty 4
Bucketqty 4
Broomqty 4
Dustpan and brushqty 4
Cleaning gloveqty 12
Microfiber clothqty 24
Soap dispenserqty 6
Toilet brushqty 4

Catering

Groceries
- Coffee beans - 4 packs
- Tea bags - 200 pieces
- Coffee cream - 6 liters
- Semi-skimmed milk - 8 liters
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Honey - 2 jars
- Lemons - 2 kilos
- 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
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Pils - 96 bottles
- White wine - 18 bottles
- Rosé - 12 bottles
- Red wine - 8 bottles
- Beer glasses - 120 pieces
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini hard rolls - 180 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Chicken breast slices - 2 kilos
- Serrano ham - 1 kilo
- Arugula - 1 kilo
- Cucumbers - 4 kilos
- Tomatoes - 5 kilos
- Bell peppers - 3 kilos
- Red onion - 1 kilo
- Mixed lettuce - 3 kilos
- Pasta - 8 kilo
- Pesto sauce - 3 kilo
- Pasta salad - 8 kilo
- Chickpeas - 12 cans
- Corn - 8 cans
- Olives - 3 kg
- Feta - 2 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Pears - 6 kilos
- Strawberries - 4 kilos
- Melons - 4 pieces
- Mini muffins - 180 pieces
- Apple pie - 6 pieces
- Whipped cream - 3 liters
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Salsa - 8 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilo
- Black pepper - 250 grams
- Italian herbs - 3 jars
- Garlic - 500 grams
- Napkins - 500 pieces
- Paper straws - 300 pieces
- Coffee filters - 200 pieces
- Tea filters - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 60 pieces
- Compostable trash bags - 30 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Rubber gloves - 12 pairs

Tips

Plan two to three drinks per visitor for the first hour, then add one drink per person for each additional hour. Include coffee, tea and water, and allow extra cups for guests who return to the refreshment area.
Use one reusable plate, bowl, glass and cutlery set per visitor per serving round, plus at least 10% extra. Keep fresh produce refrigerated and use a cool box for anything that must travel or stay chilled.
Allow one chair for every seated visitor and one table for each registration or refreshment point. A reception desk at the entrance keeps name badges, crew passes and the final visitor list in one place.
Buy or prepare enough route, parking and information-board signs for every decision point, not just the entrance. Bring cable mats, extension cords and power strips before the event so speakers, microphones and coffee equipment do not create trip hazards.
Confirm deliveries and venue access at least 24 hours before opening. A hand truck helps move folding tables, chairs, buffet equipment and supplies from the drop-off point without delaying setup.

Frequently asked questions

How much food and drink do I need for an estate open day?: Plan two to three drinks per visitor during the first hour and one additional drink per hour afterwards. For food, calculate one portion per registered visitor, then add 10% extra for late registrations, crew and seconds.
How many chairs and tables are needed for an estate open day?: Provide one chair for every guest you expect to sit at the same time, plus 10% spare chairs. Allow at least one table for registration and one buffet table for each separate serving point.
When should I buy fresh food for an estate open day?: Buy fresh produce one day before the event and store it refrigerated. Shelf-stable products can be bought several days earlier, while chilled items should arrive no later than the day before opening.
What equipment do I need for coffee and presentations?: Allow one coffee maker and one kettle for each refreshment station, with enough cups, tea glasses, water jugs and serving trays for the visitor flow. Check power outlets at least 24 hours ahead and bring extension cords, power strips and cable mats where needed.

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