What to buy for a fire station open day

A fire station open day needs more than snacks and coffee. Visitors move between demonstrations, tours and information points, so supplies must be easy to serve, refill and use safely around the station. Use your confirmed visitor number to calculate food, drinks, tableware and hot-drink equipment, then add a small reserve. Check power, weather and delivery times before shopping, especially for hired furniture, cooling equipment and anything needed outdoors.

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What to bring

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

Furniture

Party tentqty 3
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 6
Coat racksqty 2
Tableclothsqty 12

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable cupsqty 150
Coffee cupsqty 80
Cutlery setsqty 100
Serving spoonsqty 12
Serving traysqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Food warmersqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Coolersqty 6
Thermos flasksqty 6
Serving tongsqty 12

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Batteriesqty 24
Barrier postsqty 24
Barrier tapeqty 6
Traffic conesqty 20
Walkie-talkiesqty 8
Clipboardsqty 6
Pensqty 30
Name badge holdersqty 30
Megaphone
Flashlightsqty 8

Lighting

LED work lightsqty 8
String lightsqty 6
Battery lanternsqty 10

Decorations

Buntingqty 8
Balloonsqty 150
Balloon ribbonqty 2
Tapeqty 6
Ropeqty 100

Sports equipment

Children's helmetsqty 20
Water pistolsqty 12
Practice conesqty 20
Obstacle fencesqty 6

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6

Catering

Groceries
- Coffee - 6 packs
- Tea - 8 boxes
- Cocoa powder - 2 packs
- Sugar - 4 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Salsa sauce - 6 jars
- Snack nuts - 6 bags
- Salted breadsticks - 6 bags
- Popcorn - 4 bags
- Mini frikandels - 5 kilo
- Mini cheese soufflés - 4 kilos
- Vegetarian snacks - 4 kilos
- Bitterballen - 5 kilo
- Mustard - 3 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Garlic sauce - 3 bottles
- Hamburger buns - 120 pieces
- Hamburgers - 100 pieces
- Vegetarian burgers - 20 pieces
- Hot dogs - 100 pieces
- Hot dog buns - 120 pieces
- Lettuce heads - 8 pieces
- Tomatoes - 5 kilos
- Cucumbers - 8 pieces
- Onions - 3 kilos
- Pickles - 4 jars
- Sliced cheese - 4 kilos
- Burger sauce - 4 bottles
- Bread - 12 loaves
- Young cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 10 tubs
- Jam - 6 jars
- Butter - 2 kilos
- Herb butter - 12 tubs
- Baguettes - 20 pieces
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Raw vegetables - 6 kg
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Cookies - 8 packs
- Cake - 10 pieces
- Ice lollies - 150 pieces
- Lemons - 3 kilos
- Ice cubes - 30 kilo
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Oil - 5 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet paper - 48 rolls
- Toilet cleaner - 4 bottles
- Hand soap - 8 bottles
- Paper towels - 12 packs

Tips

Plan 2–3 drinks per visitor for the first hour, then allow 1–2 more for each additional hour. Include water as well as coffee, tea and other cold drinks, and chill drinks before opening.
Buy about 2 snack portions per visitor for a short open day, or 3–4 portions per visitor if the programme lasts most of the day. Keep separate serving utensils and clearly mark food containing common allergens.
Count one reusable cup, plate, bowl and cutlery set per expected visitor, then add at least 10% extra for replacements and volunteers. Coffee cups are needed in addition to ordinary drinking cups.
For outdoor serving, check the forecast 48 hours beforehand and arrange a party tent, tables and tablecloths before the final setup day. Keep coolers, thermos flasks and food warmers where volunteers can refill them without blocking the tour route.
Test the portable sound system, microphones, extension cords, power strips and batteries at least one day before opening. Put LED work lights or string lights in place before visitors arrive if demonstrations or queues continue after daylight fades.

Frequently asked questions

How much food do I need for a fire station open day?: Allow 2 snack portions per visitor for an event of up to two hours. For a half-day programme, plan 3–4 portions per visitor and add around 10% for volunteers and unexpected visitors.
How many drinks should I buy for an open day?: Budget 2–3 drinks per person during the first hour, followed by 1–2 drinks per person for every additional hour. Include extra water if visitors will queue outdoors or take part in guided tours.
How many plates and cups do I need?: Provide one plate, bowl, drinking cup and cutlery set per expected visitor, plus 10% extra. Plan coffee cups separately, because visitors may use both a hot drink cup and a regular cup.
When should I prepare the shopping for a fire station open day?: Buy non-perishable supplies and check hired equipment at least 3–5 days before the event. Purchase fresh food 1–2 days beforehand, chill drinks the day before and do a final stock check on the morning of the open day.

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