Gym open day shopping list

A gym open day needs more than exercise equipment. Visitors move through registration, changing areas, trial lessons and waiting spaces, so plan for each stage of the visit. This shopping list covers training equipment such as mats, bands, weights and cones, plus tables, benches, signs, microphones, power supplies and refreshments. Check what your gym already owns before buying anything, then match quantities to your expected attendance and the number of trial sessions running at once.

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
Registration desk
Changing room benchesqty 4
Clothes racksqty 2
Bollardsqty 12
Waiting benchesqty 4

Sports equipment

Yoga matsqty 25
Fitness matsqty 20
Kettlebellsqty 12
Dumbbellsqty 20
Resistance bandsqty 20
Skipping ropesqty 12
Pilates ballsqty 12
Medicine ballsqty 8
Conesqty 24
Hoopsqty 12
Foam rollersqty 12
Towelsqty 50

Equipment

Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2
Laptop
Tabletqty 2
Mobile phoneqty 2

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 4
Water jugsqty 6

Kitchen

Coolersqty 4
Serving traysqty 8
Small bowlsqty 12
Pliersqty 6
Cutting boardsqty 3
Knivesqty 4

Decorations

Balloonsqty 100
Balloon archesqty 2
Buntingqty 6
Tableclothsqty 8
Plantsqty 8
Photo backdrop
Goodie bagsqty 100

Lighting

LED lampsqty 8
String lightsqty 4
Batteriesqty 24

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broomsqty 2
Trash binsqty 8

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 60 bottles
- Sparkling water - 24 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 2 kilos
- Ice cubes - 10 kilos
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mini wraps - 100 pieces
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Chicken breast slices - 1.5 kilos
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Lettuce - 8 heads
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Pretzels - 6 bags
- Rice cakes - 6 packs
- Muesli bars - 100 pieces
- Nut mix - 3 kilo
- Cookies - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 liter
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 3 bags
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 300 pieces
- Paper cups - 150 pieces
- Coffee stirrers - 200 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Paperwork

Registration formsqty 150
Registration formsqty 100
Program cardsqty 150
Route mapsqty 100
Pensqty 30
Clipboardsqty 10
Name stickersqty 150
Tapeqty 8
Notepadsqty 10
Information foldersqty 100
A4 standsqty 12
Directional signsqty 20
Bannersqty 4

Tips

Prepare at least one registration table, a laptop or tablet, printed registration lists and registration packs before doors open. Keep spare pens and charging access at the desk so check-in does not stop when a device runs low.
For each simultaneous trial lesson, allow one mat or training station per participant, plus several spare pieces for replacements and late arrivals. Count equipment by class rather than by the total number of visitors.
Set aside 2–3 drinks per person for the first hour, then add more for a longer open day. Chill drinks before opening and place glasses and coffee cups where visitors can reach them without crossing the activity area.
Use cones, hoops, bollards and route signs to separate registration, waiting, changing and workout zones. Put signs up before the first visitor arrives; moving people through an active training space is harder once sessions have started.
Test speakers, wireless microphones, the music player, extension cords and power strips during the venue check. Keep charging stations and spare cables at the registration or staff area, away from wet towels and drink tables.

Frequently asked questions

What equipment do I need for a gym open day?: Plan the equipment around the trial lessons you are offering. A typical setup may include one mat or station per participant, plus yoga or fitness mats, kettlebells, dumbbells, resistance bands, skipping ropes, Pilates balls, medicine balls, cones and hoops as required by the sessions.
How many drinks should I buy for a gym open day?: Allow 2–3 drinks per visitor for the first hour, then add roughly 1–2 drinks per person for every additional hour. Buy and chill them before the event, and include enough glasses or coffee cups for the refreshments you will serve.
How early should I prepare the gym open day supplies?: Check equipment, flooring, doors, signs and electrical equipment at least 1 day before the open day. Chill drinks and assemble registration packs on the day, allowing at least 2 hours before opening for setup and testing.
How many registration tables and chairs do I need?: Use at least 1 registration desk with 2 chairs for a small open day, adding another desk when arrivals are likely to queue. Provide waiting benches and changing-room benches based on expected peak attendance, rather than the total number registered.

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.