What you need for a fire station open day

A fire station open day needs more than clean trucks and a printed programme. Visitors will need clear directions, places to sit, drinks, toilets and a safe route around demonstrations. This shopping list covers the practical supplies that are easy to overlook, from cable reels and crowd barriers to coffee equipment and emergency blankets. Use your expected visitor count to scale disposable items, refreshments and signage before you place the catering order.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Counter table
Coat racksqty 2
Waste binsqty 10
Conesqty 24
Crowd barriersqty 16
Parasol basesqty 3

Equipment

Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Projector
Projection screen
Walkie-talkiesqty 8
Megaphone
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Smoke detector testersqty 2
Hand-held fire extinguishersqty 6
Fire hosesqty 3
Nozzlesqty 3
Stabilization blocksqty 6
Emergency blanketsqty 10
Compressed air setsqty 3
Protective suitsqty 4
Safety helmetsqty 12
Safety vestsqty 12
Rescue dummy
Children's firefighter helmetsqty 20
Water tubsqty 4
Spray gunsqty 12
Sjoelbaksqty 2
Colored pencilsqty 20

Tableware

Reusable drinking glassesqty 150
Reusable coffee cupsqty 100
Reusable platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Coffee potsqty 4
Milk jugsqty 4
Sugar bowlsqty 4

Decorations

Dutch flagsqty 6
Firefighter balloonsqty 100
Tableclothsqty 10
Directional signsqty 12
Program standsqty 6

Lighting

LED string lightsqty 6
LED work lightsqty 4
Battery lanternsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Serving spoonsqty 6
Coolersqty 4
Thermos flasksqty 6
Rolls of labelsqty 4

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning spraysqty 6
Hand soap dispensersqty 6
Paper towel rollsqty 12
Waste binsqty 6

Catering

Groceries
- Coffee - 8 packs
- Tea selection - 6 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- Red wine - 8 bottles
- White wine - 8 bottles
- Sparkling wine - 4 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Savory nuts - 6 bags
- Salty popcorn - 4 bags
- Mini cream cheese - 6 tubs
- Cucumber - 10 pieces
- Cherry tomatoes - 6 crates
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Grapes - 5 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Sandwiches - 180 pieces
- Whole grain bread - 8 loaves
- Baguettes - 12 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Brie - 2 kilos
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 3 kilos
- Peanut butter - 4 jars
- Jam - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Herb butter - 12 tubs
- Mini sausages - 8 kilo
- Vegetarian snacks - 5 kilos
- Puff pastry snacks - 12 boxes
- Mini quiches - 8 boxes
- Cheese cubes - 4 kilo
- Olives - 3 kg
- Crackers - 8 packs
- Cookies - 8 packs
- Brownies - 8 boxes
- Cupcakes - 100 pieces
- Whipped cream - 6 cans
- Ice cubes - 20 kilo
- Lemonade syrup - 4 bottles
- Lemons - 20 pieces
- Cucumber for water - 6 pieces
- Fresh mint - 6 bunches
- Coffee filters - 2 packs
- Stirrers - 500 pieces
- Napkins - 1000 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Cleaning product - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 4 bottles
- Disinfecting wipes - 8 packs
- Hand sanitizer - 6 bottles
- Toilet blocks - 12 pieces
- Paper cups - 500 pieces
- Diet biscuits - 4 packs
- Gluten-free rolls - 20 pieces

Tips

Plan one waste bin for every 30–40 visitors, plus separate bags for food waste and general rubbish. Empty them before they overflow, especially near the catering and visitor desk areas.
For drinks, allow two to three servings per visitor during the first hour, then about one serving per person per additional hour. Chill bottled drinks in coolers before doors open rather than relying on a last-minute ice run.
Allow at least one clearly marked information point and prepare enough printed programmes for every registered visitor, with an extra 10–15% for walk-ins. Keep name badges, pens and spare paper at the visitor desk.
Count your power needs before buying or borrowing equipment. Keep cable reels, extension cords and power strips off visitor routes, cover crossings, and test microphones, speakers, the mixer and projector at least one day before the event.
Keep demonstration safety supplies together and accessible: hand-held extinguishers, fire hoses, nozzles, smoke detector testers, stabilization blocks and emergency blankets should be checked before the first visitor arrives, not during setup.

Frequently asked questions

How much food and drink do I need for a fire station open day?: For drinks, plan two to three servings per person in the first hour and one serving per person for each later hour. Order food based on confirmed registrations, then add 10–15% for late registrations and walk-ins.
How many printed programmes should I buy?: Prepare one programme per expected visitor or household, depending on how you distribute them, and add 10–15% extra. Print them at least three working days before the event so changes to demonstration times can still be corrected.
How many tables and chairs are needed for a fire station open day?: Provide seating for roughly 10–20% of visitors at one time unless the programme includes a formal presentation. Allow one table for the visitor desk, one counter or service table for catering, and extra tables for information boards or demonstrations.
When should I arrange barriers, cones and safety equipment?: Confirm quantities and availability at least two weeks before the open day, especially if equipment is shared with the station or another event. Check and position everything during setup, then inspect demonstration areas again 30 minutes before opening.

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.