What to buy for a fort open day

A fort open day needs more than food and folding tables. Visitors may arrive in waves, follow different tour routes and stay for coffee, music or lunch, so supplies must cover both the public areas and the practical work behind them. Use this list to prepare serving equipment, seating, lighting, signs and visitor materials before the opening day. Check quantities against your expected attendance, tour schedule and available power before you place orders.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 6
Beer tablesqty 4
Coat racksqty 3
Blanketsqty 12

Tableware

Reusable platesqty 150
Bowlsqty 80
Reusable cupsqty 250
Wine glassesqty 80
Coffee cupsqty 100
Cutlery setsqty 150
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 4
Teapotsqty 3

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 12
Cash register
Payment terminal
Cash box
Clipboardsqty 8
Power banksqty 4
Camera
Cable reelsqty 4
Walkie-talkiesqty 8
Flashlightsqty 8
Megaphone
First aid kit
Fire blanketqty 2
Business walkie-talkiesqty 4

Lighting

String lightsqty 6
Battery lanternsqty 10

Decorations

Buntingqty 8
Dutch flagsqty 4
Table décorqty 12
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12

Sports equipment

Scavenger hunt cardsqty 150
Pencilsqty 150
Stamp setsqty 6
Historical game materialsqty 6
Coloring pagesqty 100
Colored pencil setsqty 20
Prize ribbonsqty 30

Cleaning

Waste binsqty 12
Trash bag holdersqty 6
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Cleaning spongesqty 12
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Toilet brushesqty 6
Traffic conesqty 12
Barrier tapeqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 4
Measuring cupsqty 3
Kitchen traysqty 12
Aluminum foilqty 4
Cling filmqty 4
Ice packsqty 30

Catering

Groceries
- Coffee beans - 4 packs
- Tea bags - 250 pieces
- Coffee creamer - 8 liters
- Semi-skimmed milk - 8 liters
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Beer - 10 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Ice cubes - 20 kilo
- Baguettes - 25 pieces
- Whole wheat bread - 12 loaves
- White rolls - 150 pieces
- Currant buns - 60 pieces
- Unsalted butter - 3 kilo
- Young cheese - 5 kilos
- Brie - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Ham - 3 kilos
- Chicken breast - 3 kilo
- Vegetarian spreads - 3 kilos
- Peanut butter - 2 jars
- Apple syrup - 2 jars
- Jam - 4 jars
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 10 heads
- Peppers - 4 kilos
- Carrots - 4 kilos
- Grapes - 8 kilos
- Apples - 10 kilos
- Bananas - 6 kilos
- Melons - 6 pieces
- Yogurt - 8 liter
- Muesli - 3 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snacks - 8 bags
- Bar snacks - 6 kilos
- Olives - 4 jars
- Pickles - 4 jars
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Garlic sauce - 3 bottles
- Tomato soup - 20 liters
- Vegetable soup - 15 liters
- Soup sticks - 10 packs
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Vegan cookies - 6 packs
- Gluten-free cookies - 6 packs
- Cookies - 12 packs
- Apple pie - 8 pies
- Whipped cream - 12 cans
- Coffee filters - 200 pieces
- Napkins - 500 pieces
- Straws - 250 pieces
- Cocktail picks - 500 pieces
- Baking paper - 4 rolls
- Food storage containers - 50 pieces
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant - 4 bottles
- Cleaning cloths - 30 pieces
- Rubber gloves - 12 pairs
- Aluminum foil - 4 rolls
- Tissues - 12 boxes
- Bandages - 4 boxes
- Disposable ice bags - 6 pieces

Tips

Plan tableware for the busiest serving period, not the average flow. Reusable plates, bowls, cups, wine glasses, coffee cups and cutlery should cover one full turn of visitors, with extra sets available while used items are collected and washed.
Provide separate equipment for hot drinks and cold drinks. Coffee pots, teapots, coffee machines, kettles and coolers are easy to overlook when catering quantities are calculated, especially if the fort has several serving points.
Do a power check before bringing audio and lighting equipment on site. Speakers, microphones, a mixer, coffee machines, kettles, extension cords and power strips may need to share limited outlets, while rechargeable lamps and battery lanterns provide backup in darker areas.
Prepare for visitors waiting outdoors or sitting between tours. Party tents, blankets, folding chairs, high tables and beer tables are useful when the weather changes or arrivals bunch up around the start of a guided route.
Buy or print route and information materials early enough to check them on site. A fort map, route signs, name badges and visitor-list materials should be ready before the guides are briefed, not during the opening rush.

Frequently asked questions

How many cups and plates do I need for a fort open day?: Start with one complete set per visitor expected during the busiest serving window, then add 10–15% spare tableware. Include reusable cups, plates, bowls, cutlery and coffee cups separately, because visitors may use more than one type during the day.
How much coffee and tea should I buy for a fort open day?: For a four- to six-hour opening, plan roughly 2 hot drinks per adult if refreshments are served throughout the event. Add extra coffee, tea, milk, sugar and hot-water capacity if visitors arrive in tour groups rather than steadily.
What lighting do I need for a fort open day?: Use rechargeable lamps or battery lanterns for dark passages, entrances and backup lighting, and string lights only where they can be safely secured. Check every route at least one day before opening, because daylight conditions can change and electrical access may be limited.
How early should I arrange equipment delivery for a fort open day?: Arrange tents, tables, chairs, sound equipment and beverage delivery at least 7 days before the event. Aim to have deliveries and rented equipment on site the day before opening so you can test power, check the layout and replace missing items.

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