Farm open day shopping list

A farm open day needs more than snacks and drinks. Visitors move between animal areas, guided tours, registration and outdoor refreshment points, so your shopping list must cover service, seating, power and safe wayfinding. Plan food and drinks around your visitor capacity, then add equipment for changing weather and uneven ground. The list below covers the supplies to buy, borrow or collect before guests arrive.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 80
Buffet tablesqty 3
Stoolsqty 12
Reception desk
Clothes racksqty 2

Tableware

Reusable platesqty 120
Reusable bowlsqty 80
Glassesqty 150
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving traysqty 6
Pliersqty 8
Measuring cupsqty 3
Food warmersqty 4

Equipment

Party speakersqty 2
Wireless microphone
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8
Conesqty 20
Barrier tapeqty 4
Crowd barriersqty 12
Route signsqty 15
Clipboardsqty 4
Pensqty 20
Name stickersqty 150
Walkie-talkiesqty 6
Megaphone
First aid kit
Flashlightsqty 6
Handwashing stationsqty 3
Play strawqty 8
Wheelbarrowsqty 2

Lighting

String lightsqty 6
Outdoor lightsqty 8

Decorations

Buntingqty 10
Balloonsqty 100
Tableclothsqty 12
Farm signsqty 8
Chalkboardsqty 6
Chalk markersqty 12
Flower arrangementsqty 6

Cleaning

Bucketsqty 6
Broom setsqty 4
Mopsqty 4
Cleaning glovesqty 12
Waste binsqty 12

Catering

Groceries
- Coffee - 4 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Coffee milk - 6 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Mini rolls - 150 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Jam - 4 jars
- Peanut butter - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Melons - 4 pieces
- Strawberries - 4 kilos
- Raisins - 2 kilos
- Nut mix - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Mini cookies - 5 kilos
- Cake - 8 pieces
- Apple pie - 6 pieces
- Whipped cream - 12 cans
- Vanilla ice cream - 8 liters
- Chocolate cookies - 6 packs
- Gluten-free rolls - 20 pieces
- Gluten-free cookies - 4 packs
- Vegan spread - 2 kilos
- Vegan sandwiches - 30 pieces
- Barbecue sauce - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Basil - 4 bunches
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Coffee filters - 200 pieces
- Stir sticks - 250 pieces
- Toothpicks - 2 boxes
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Freezer bags - 2 boxes
- Food labels - 2 packs

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each following hour. Include water as well as coffee, tea and other cold drinks, especially if visitors will walk between animal areas.
For a two-hour open day, allow two to three snack portions per visitor and prepare at least 10% extra for late arrivals and children. Bring serving platters, trays, serving spoons and food warmers so food does not sit directly on tables.
Count tableware against your visitor capacity, not your expected first wave. Have at least one reusable plate, bowl, glass, cup, knife, fork and spoon per visitor, plus 10% spare for dropped or dirty items.
Set up one reception desk, one registration list and clearly visible route arrows before opening. Prepare signs for the guided tours and cordoned-off areas at least one day ahead, because replacing them during arrivals is difficult.
Check every power point before bringing coffee machines, kettles, speakers or a microphone onto the grounds. Keep extension cords and power strips away from walking routes, and use coolers if drinks cannot stay near a reliable power supply.

Frequently asked questions

What food and drinks do I need for a farm open day?: For each visitor, plan two to three drinks in the first hour and one more for every additional hour. Buy two to three snack portions per person for a two-hour event, plus at least 10% extra.
How much reusable tableware do I need for a farm open day?: Start with one plate, bowl, glass, coffee cup, knife, fork and spoon per visitor, then add 10% spare. For 100 visitors, that means 110 of each basic item where possible.
What equipment is needed for serving coffee outdoors?: Allow one coffee machine or kettle for roughly 40 to 50 people per serving point, with thermos flasks for refills. Check the power supply at least one day before the event and bring extension cords and power strips if needed.
When should I prepare the farm open day shopping?: Buy shelf-stable food, disposable or reusable service supplies and signage at least one week ahead. Chill drinks and prepare fresh snacks the day before, then check the weather and outdoor equipment again on the morning of the event.

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