What you need for a harbor open day

A harbor open day needs more than tables and refreshments. Visitors must find the information desks, tours and demonstrations easily, while cables, vehicle routes and restricted areas stay safely managed. Use this shopping list to prepare furniture, serving equipment, power supplies and barriers before the site opens. Check final quantities against your visitor registrations, tour schedule and catering plan, then add a small reserve for busy periods and damaged or missing items.

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What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Buffet tablesqty 6
Information desksqty 4
Chairsqty 80
Bar stoolsqty 12
Clothes racksqty 2
Tableclothsqty 10

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 120
Dessert platesqty 100
Forksqty 120
Knivesqty 80
Spoonsqty 100
Serving tongsqty 10
Soup ladlesqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3
Mobile phone chargersqty 4

Safety

Safety barriersqty 20
Bollardsqty 20
Barrier tapeqty 6
Traffic conesqty 20
Safety vestsqty 20
First aid kitsqty 2
Flashlightsqty 6
Work glovesqty 12

Decorations

Harbor bannersqty 6
Flagsqty 20
Balloonsqty 100
Balloon ribbonqty 2
Table décorqty 12
Notice boardsqty 4
Chalkboardsqty 6

Communication

Program leafletsqty 500
Floor plansqty 400
Name badgesqty 80
Badge holdersqty 80
Pensqty 30
Clipboardsqty 8
Route arrowsqty 30
Information boardsqty 12
A4 printing paperqty 2

Lighting

String lightsqty 8
Outdoor lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 4
Broom setsqty 4
Mopsqty 4
Cleaning spraysqty 6
Hand soap dispensersqty 6
Paper towel holdersqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 12
Measuring cupsqty 3
Cooling platesqty 8
Aluminum foilqty 4
Cling filmqty 4

Catering

Groceries
- Coffee - 8 packs
- Tea - 6 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 20 bags
- Sandwiches - 180 pieces
- White sandwich rolls - 60 pieces
- Whole wheat rolls - 60 pieces
- Currant buns - 40 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Jam - 8 jars
- Peanut butter - 6 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Mini cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snack mix - 8 bags
- Popcorn - 6 bags
- Cookies - 12 packs
- Brownies - 8 boxes
- Muffins - 8 boxes
- Currant buns - 40 pieces
- Chocolate bars - 100 pieces
- Muesli bars - 80 pieces
- Ice lollies - 100 pieces
- Herb cheese - 8 tubs
- Olives - 6 jars
- Pickles - 4 jars
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Olive oil - 2 bottles
- Vinegar - 2 bottles
- Lemon juice - 2 bottles
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Compostable snack boxes - 250 pieces
- Wooden skewers - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Dish soap - 4 bottles
- Cleaning spray - 6 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 6 refills
- Hand sanitizer - 6 bottles

Tips

Plan one information desk for each main visitor entrance or arrival flow, with a clear sign and enough chairs for staff. Keep printed programs, tour information and registration details at the desks rather than leaving them on buffet tables.
For an open day with catering, count reusable cups, coffee cups and plates for your maximum simultaneous serving period, then add 10–15% spare stock. Separate coffee service from food service so queues do not block the visitor route.
Place party tents over information, catering or demonstration points that must continue in light rain. Check the forecast at least 48 hours before opening and confirm that the tent positions do not obstruct emergency access or marked risk areas.
Treat every powered item as part of the site plan: coffee machines, kettles, warmers, speakers and microphones need suitable extension cords, power strips and cable reels. Cover or route cables before visitors arrive, and keep mobile phone chargers at the coordination point.
Use safety barriers, bollards and barrier tape before setup is complete, not after visitors arrive. Mark vehicle routes, waterfront edges, equipment zones and any temporary work areas so guides can explain the boundaries consistently.

Frequently asked questions

What catering supplies do I need for a harbor open day?: For each serving cycle, provide reusable cups, coffee cups, plates, dessert plates, forks, knives and spoons, plus serving tongs and soup ladles where needed. Add 10–15% spare tableware and match the final count to registrations, dietary requirements and the catering provider’s menu.
How many tables and chairs are needed for a harbor open day?: Start with one information desk per main entrance, one buffet table per serving line and enough chairs for staff, guides and visitors who need to sit. Confirm the layout at least 1 week before opening, after mapping the visitor route, demonstrations and emergency access.
When should I arrange tents, power equipment and safety barriers?: Reserve tents, cable reels, extension cords, microphones, speakers and barriers at least 2–4 weeks before the open day. Recheck quantities and condition during the final site walk-through, no later than 48 hours before visitors arrive.
How much signage and barrier tape do I need for a harbor open day?: Prepare signs for entrances, information desks, toilets, tours, demonstrations, parking and restricted areas. Measure each risk area and bring enough barrier tape and barriers to create a continuous visible boundary, with spare tape available for changes on the day.

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