What you need for a GP practice open day

A GP practice open day needs more than coffee and printed invitations. Visitors must be able to register quickly, find their way through the building and leave with clear information. This shopping list covers reception supplies, name badges, route signs, refreshments, tableware and equipment for presentations. Use your confirmed visitor numbers to calculate quantities, then check dietary requirements before buying snacks and drinks.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 6
Coat racksqty 2
Tableclothsqty 8

Registration

Reception desk
Clipboardsqty 4
Pensqty 20
Name stickersqty 80
Visitor formsqty 80

Information

Information displaysqty 6
Information leafletsqty 150
Route signsqty 10
Program cardsqty 80
Menusqty 8

Decorations

Balloonsqty 50
Balloon ribbonqty 2
Buntingqty 4
Flower arrangementsqty 4
Sticky tackqty 4

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 2

Cleaning

Waste binsqty 5
Hand sanitizer holdersqty 5
Cleaning bucketsqty 2
Mopsqty 2
Cleaning clothsqty 8

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 120 pieces
- Decaf coffee - 1 pack
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Mini cucumbers - 30 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 5 bags
- Rice cakes - 5 packs
- Whole grain crackers - 6 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Chicken breast topping - 1 kilo
- Gluten-free hummus - 2 tubs
- Mini muffins - 100 pieces
- Mini raisin buns - 80 pieces
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Napkins - 250 pieces
- Paper cups - 100 pieces
- Wooden stirring sticks - 150 pieces
- Coffee filters - 2 packs
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Trash bags - 50 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 5 bottles
- Hand sanitizer - 5 bottles

Tips

Allow one registration form, pen and name sticker per expected visitor, plus at least 10% extra for walk-ins, mistakes and replacements.
Prepare route signs for every turn on the tour route, not just the entrance. Use sticky tack or another suitable fixing method so signs can be removed without damaging walls.
For refreshments, plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add snacks for the full expected attendance, including dietary alternatives.
Check the presentation setup at least one day before the open day. Test the laptop, projector, screen, speaker, microphone, extension cords and power strips together in the room where they will be used.
Count tables, chairs and coat-rack space against your confirmed registrations before the event. Keep a small buffer of spare chairs and printed programs for late arrivals.

Frequently asked questions

How many registration forms and name stickers do I need for a GP open day?: Prepare one form and one name sticker for every confirmed visitor, then add 10% extra. For 50 expected visitors, prepare at least 55 forms and stickers, along with 55 pens if each person completes a form separately.
How much coffee and tea should I buy for a GP practice open day?: Plan two to three drinks per person during the first hour, followed by one drink per person for every additional hour. For 50 visitors attending for two hours, allow roughly 150 drinks in total, including water and other options.
When should I print route signs and program cards?: Print them at least two working days before the open day, after the walking route and program have been checked. Keep 10% extra program cards available for visitors who arrive without registering.
What presentation equipment is needed for a GP practice open day?: For a presentation, prepare a laptop, projector, projection screen, speaker and microphone, plus extension cords and power strips. Test the complete setup at least one day beforehand and charge the equipment the evening before.

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.