What to Buy for a Gallery Open Day

Use this shopping list to prepare a gallery open day without discovering gaps during setup. It covers front-of-house basics such as name stickers, signs, tables and seating, along with drink service, coffee equipment, serving ware and practical setup tools. Check the expected guest count before buying disposable or perishable items, and confirm what the venue already has. Drinks, chilled storage, extension leads and display materials are easy to overlook until the doors are about to open.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 40
Bar stoolsqty 8
Coat racksqty 2
Dressing tablesqty 2
Tableclothsqty 8

Tableware

Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 50
Cake platesqty 50
Cutlery setsqty 50
Serving plattersqty 12
Serving spoonsqty 8

Decorations

Vasesqty 12
Flower arrangementsqty 12
Welcome sign
Artist signsqty 20
Prize card holdersqty 40
Name stickersqty 80
Runnerqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Bluetooth speakersqty 2
Power stripsqty 4
Extension cordsqty 4
Laddersqty 2
Camera

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Thermos flasksqty 4
Water carafesqty 6
Ice cube traysqty 3

Cleaning

Waste binsqty 6
Mop setsqty 2
Bucketsqty 3
Vacuum cleaner

Lighting

Atmosphere lightsqty 8
LED light stringsqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Beer - 48 bottles
- Ice cubes - 10 bags
- Baguettes - 8 pieces
- Cream cheese - 1 kilogram
- Hummus - 1 kilogram
- Pesto - 4 jars
- Olives - 2 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Strawberries - 2 kilograms
- Mixed nuts - 2 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty crackers - 8 packs
- Cheese crackers - 6 packs
- Mini quiches - 100 pieces
- Vegetable skewers - 80 pieces
- Brownies - 60
- Mini apple turnovers - 60 pieces
- Vegan pastries - 20 pieces
- Gluten-free pastries - 12 pieces
- Napkins - 250 pieces
- Paper cups - 100 pieces
- Cocktail sticks - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Dish soap - 2 bottles
- Cleaning wipes - 3 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls

Tips

Plan for two to three drinks per guest during the first hour, then adjust for the expected opening period. Buy a mix of water and other drinks, and reserve enough cooler space to chill the first batch before guests arrive.
Allow one wine glass and one water glass per guest if you have washing facilities; otherwise, add at least 20% extra. Coffee cups, cake plates, cutlery and serving spoons are often forgotten when snacks are planned.
Count seating separately from standing space. Provide chairs for guests who need to sit, a few bar stools where appropriate, and enough tables for the information table, refreshments and any registration or welcome materials.
Bring more power access than the equipment list suggests: coffee machines, kettles and speakers may need separate sockets. Pack extension cords and power strips, and test them before artwork and furniture are in position.
Buy or prepare labels and signs before the installation day. Keep name stickers, the welcome sign, artist signs, price card holders and printed information together so they are not mixed up with packing materials or exhibition equipment.

Frequently asked questions

How many glasses do I need for a gallery open day?: For a standing event, plan on one wine glass and one water glass per guest, plus about 20% extra if you cannot wash them during the day. For 50 guests, that means roughly 60 of each type.
How much food and drink should I buy for a gallery opening?: Allow two to three drinks per person for the first hour, then one additional drink per person for each extra hour. For snacks, plan on three to five small portions per guest, with more if the open day overlaps a mealtime.
What should I buy for serving coffee at a gallery open day?: Provide one coffee cup per expected coffee drinker, along with kettles or coffee machines, teaspoons or cutlery, and a place to serve them. Have the machines and kettles tested at least one day before the event.
When should I buy ice and chill the drinks?: Buy ice on the day of the event or the evening before, depending on storage space, and start chilling drinks at least four hours before opening. Keep a second batch ready if the open day lasts longer than two hours.

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