What you need for a FabLab open day

A FabLab open day needs more than machines and workshop materials. Visitors also need a clear reception point, refreshments, seating and visible safety information. Plan for the number of registered visitors, then add a small buffer for walk-ins and replacement supplies. Check power access and cable routes before buying or borrowing equipment, because extension cords and power strips are often arranged too late.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
High tablesqty 4
Stoolsqty 20
Clothing rack
Waste binsqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100
Coffee cupsqty 80

Kitchen

Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6

Equipment

Extension cordsqty 12
Power stripsqty 12
Laptop tablesqty 6
Projector
Projection screen
Portable speakersqty 2
Microphone
Power banksqty 6

Decorations

Balloonsqty 100
Flagsqty 6
Tableclothsqty 12
Chalkboardsqty 8
Directional signsqty 12
Name badgesqty 120

Safety

Safety gogglesqty 40
Work glovesqty 30
Hearing protectionqty 20
Barrier tapeqty 4
Cable matsqty 12

Workshop materials

PLA filamentqty 8
Plywood sheetsqty 30
Acrylic sheetsqty 20
Cardboard sheetsqty 100
Craft scissorsqty 20
Craft knivesqty 10
Cutting matsqty 10
Rulersqty 20
Pencilsqty 50
Permanent markersqty 30
Acrylic paintqty 12
Brushesqty 30
Glue gunsqty 6
Glue Sticksqty 50
Sandpaperqty 30
Cable tiesqty 200
Copper wireqty 5
LED lightsqty 100
Battery holdersqty 30
Crocodile clipsqty 30

Lighting

LED string lightsqty 6
Work lightsqty 6

Cleaning

Broomqty 3
Dustpan and brushqty 4
Mop setsqty 3
Cleaning bucketsqty 3
Microfiber clothsqty 30

Catering

Groceries
- Coffee - 3 packs
- Tea - 5 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Spa Blauw - 12 bottles
- Sparkling water - 6 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Non-alcoholic beer - 24 bottles
- Mini ice pops - 100 pieces
- Mini cheese sandwiches - 45 pieces
- Mini ham sandwiches - 35 pieces
- Mini hummus sandwiches - 25 pieces
- Gluten-free sandwiches - 10 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cookies - 8 packs
- Brownies - 100 pieces
- Apples - 60 pieces
- Bananas - 50 pieces
- Grapes - 6 packs
- Lemons - 10 pieces
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Butter - 3 packs
- Coffee creamer - 2 packs
- Ice cubes - 10 bags
- Paper napkins - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Sandwich bags - 1 box
- Trash bags - 100 pieces
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Rubber cleaning gloves - 6 pairs

Tips

Plan one reusable cup per expected visitor, plus at least 10% extra for busy periods and replacements. Provide separate supplies for coffee and cold drinks so the serving area does not become a bottleneck.
Allow one chair per seated visitor and reserve extra tables for registration, refreshments and workshop materials. High tables and stools are useful where visitors will only stop briefly.
Test every demo machine and presentation device at least one day before the open day. Check that the projector, screen, speakers, microphone and laptop tables can reach safe power connections without cables crossing walkways.
Prepare one visible safety instruction set for each workshop station, and keep spare printed copies at the reception desk. Mark cable routes clearly and use power strips rather than daisy-chaining extension cords.
Buy or gather waste bins, serving trays and table coverings before setup day. Drinks, plates and cutlery are easy to remember; bins, coffee cups and thermos flasks are the items most often noticed only after visitors arrive.

Frequently asked questions

What should I buy for a FabLab open day?: Plan refreshments and serving items, seating and tables, signage materials, safety information, workshop supplies and presentation equipment. For a small open day, add at least 10% extra cups, printed materials and disposable consumables for unexpected visitors.
How many chairs and tables do I need for a FabLab open day?: Provide one chair for each visitor expected to sit during a workshop or presentation, then add extra seating for roughly 10% of registrations. Reserve separate tables for reception, refreshments, workshop stations and demonstrations rather than moving tables during the event.
When should I test FabLab machines and equipment?: Test all demo machines, the projector, speakers, microphone and power connections at least 24 hours before opening. Repeat a short safety check on the morning of the event, after tables and cables are in their final positions.
How much extra stock should I bring to a FabLab open day?: Bring around 10% more cups, plates, cutlery, printed materials and workshop consumables than the number of registered visitors. If walk-ins are likely, prepare supplies for an additional 5 to 10 people instead of relying on last-minute shopping.

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