What you need for a factory open day

A factory open day needs more than refreshments and a welcome desk. Visitors must find the entrance, register quickly, move safely through the site and hear the tour clearly. Your shopping list should cover catering for the booked visitor numbers, reception supplies, signs, lighting, power and equipment for guided tour stations. Check quantities against the registration list at least one week before the event, then chill drinks and prepare shelf-stable food on the day before.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Bar stoolsqty 8
Reception desk
Buffet tablesqty 3
Waste binsqty 8

Equipment

Laptopsqty 2
Projector
Projection screen
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Handheld megaphonesqty 2

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving traysqty 10
Cooling racksqty 4
Coffee machinesqty 3
Kettlesqty 3
Pitchersqty 8

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 12
Name badgesqty 120
Clipboardsqty 6
Pensqty 20
Photo backdrop
Decorative plantsqty 8

Safety

Safety helmetsqty 40
Safety gogglesqty 40
Ear defendersqty 40
Safety vestsqty 20
Bollardsqty 20
Barrier tapeqty 6
Safety signsqty 12
First aid kitqty 2
Non-slip matsqty 6

Information

Route signsqty 15
Program leafletsqty 150
Floor plansqty 150
Registration formsqty 150
Pen holdersqty 4

Cleaning

Broom setsqty 3
Mopsqty 6
Bucketsqty 4
Hand soap dispensersqty 6
Towel dispensersqty 6
Cleaning glovesqty 12
Litter pickersqty 2
Laundry basketsqty 4

Catering

Groceries
- Coffee - 6 packs
- Tea selection - 200 bags
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon slices - 4 nets
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemonade syrup - 3 bottles
- Ice cubes - 15 kilograms
- Coffee cream - 4 bottles
- Butter - 1 kilogram
- Mini rolls - 180 pieces
- Mini croissants - 120 pieces
- Whole grain bread - 8 loaves
- White rolls - 100 pieces
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilogram
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Jam - 4 jars
- Peanut butter - 3 jars
- Cucumber - 10 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cheese sticks - 6 bags
- Nut mix - 4 bags
- Popcorn - 6 bags
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Carrots - 5 kilograms
- Cherry tomatoes - 4 kilograms
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Napkins - 800 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Trash bags - 60 pieces
- Cleaning product - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces

Tips

Plan tableware from the registration list, not the expected maximum. For each confirmed visitor, allow one plate, one cup or glass and one cutlery set, plus at least 10% extra for replacements and late additions.
Keep drinks cold without blocking the reception area. Use coolers for visitor refreshments and prepare enough thermos flasks for hot drinks; chill bottled or canned drinks the day before so staff are not loading ice during opening hours.
Test every tour station with the equipment in place at least one day ahead. Check laptops, the projector, projection screen, portable speakers and wireless microphones together, then pack extension cords and power strips for each station that needs power.
Buy or bring more serving equipment than the buffet menu seems to require. One serving spoon per dish, several serving platters and trays, cutting boards and a chef’s knife prevent staff from borrowing equipment from production areas.
Treat signs and lighting as visitor equipment, not decoration. Prepare entrance, reception, route and workstation signs before setup, and bring LED lamps or string lights for dim areas so visitors can follow the route without entering restricted work zones.

Frequently asked questions

How much food and drink do I need for a factory open day?: Use the confirmed registration count as your base quantity and add 10% for walk-ins or replacements. For drinks, plan two to three servings per visitor for the first hour, then about one serving per additional hour, adjusting for the event length and weather.
How many plates, cups and cutlery sets should I buy?: Allow one plate, one cup or glass and one cutlery set per registered visitor, plus 10% extra. For 100 visitors, that means at least 110 of each item so staff are not washing or borrowing supplies during the event.
When should I prepare the factory open day equipment?: Confirm catering, reservations and equipment at least one week before the open day. Test microphones, speakers, projection and power connections one day before, and chill drinks and set up shelf-stable catering before doors open.
What do I need for guided factory tours?: Prepare a visitor map, route signs, name badges and one clearly equipped station for each tour stop. Bring a portable speaker or wireless microphone where groups may exceed about 15 people, and provide LED lighting if any section is poorly lit.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.