What you need for a health center open day

Use this shopping list to prepare a health center open day for visitors, speakers, and guides. Plan separate supplies for reception, refreshments, presentations, and the visitor route so items do not get mixed up. Buy refrigerated products close to the event and chill drinks before doors open. The quantities depend on your registration count, but the guidance below helps you avoid the items most often forgotten.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Reception desk
High tablesqty 4
Tableclothsqty 10
Storage cratesqty 8

Tableware

Reusable coffee cupsqty 80
Reusable drinking glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Presentation clicker
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphone
Coolersqty 4
Kettleqty 3
Coffee machinesqty 2

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2
Ice packsqty 12

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Information bannersqty 4
Chalkboardsqty 6
Directional signsqty 15
Name badgesqty 100
Table décorqty 10

Lighting

LED light stringsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand brush and dustpanqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Spa Blauw - 8 bottles
- Sparkling water - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ice tea - 4 bottles
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Mandarins - 30 pieces
- Cucumbers - 6 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Rice cakes - 6 packs
- Whole grain crackers - 6 packs
- Unsalted nuts - 2 kilos
- Raisins - 1 kilo
- Whole grain bread - 8 loaves
- Whole grain rolls - 80 pieces
- Hummus - 2 kilos
- Cream cheese spread - 1 kilo
- Young cheese - 2 kilos
- Breaded chicken breast - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Spice mix - 2 jars
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Wooden stirrers - 200 pieces
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Dish soap - 3 bottles
- Sponges - 10 pieces
- Rubber gloves - 6 pairs
- Paper towels - 8 packs
- Bandages - 2 boxes
- Colored pencils - 4 boxes
- Coloring Pages - 100 pieces
- Ballpoint pens - 50 pieces
- Notepads - 20 pcs
- Envelopes - 100 pieces
- Paper for registration - 2 packs
- Printer ink - 1 set
- Name stickers - 100 pieces
- Wristbands - 100 pieces
- Tape - 6 rolls
- Double-sided tape - 3 rolls
- Rope - 2 rolls

Tips

Plan around 1 litre of water per visitor for a half-day open day, plus 2–3 drinks per person during the first hour. Use water jugs for general service and coolers for drinks that must stay cold.
For every registered visitor, prepare one name badge, one information folder, and access to a pen for forms. Print 10% extra badges and folders so late registrations and damaged copies do not create a shortage.
Allow one coffee cup and one drinking glass per expected visitor per service round, or use about 25% extra reusable items if washing them during the day is not possible. Keep serving spoons, trays, and platters separate from the visitor tableware.
Check presentation needs at least 48 hours before the open day: test the laptop, projector, screen, clicker, microphone, speakers, extension cords, and power strips together in the actual room.
Prepare route signs and registration materials no later than the day before. Keep spare pens, tape, storage crates, and a printed registration list at the reception desk rather than storing them with the refreshments.

Frequently asked questions

What drinks do I need for a health center open day?: For a half-day event, plan about 1 litre of water per visitor and 2–3 drinks per person during the first hour. Add coffee and tea based on your registration count, and chill refrigerated drinks at least 4 hours before opening.
How many name badges and information folders should I print?: Prepare one name badge and one folder per registered visitor, then print 10% extra. For 80 visitors, that means 88 badges and 88 folders.
When should I buy refrigerated products for an open day?: Buy refrigerated products no earlier than 1–2 days before the event, unless their shelf life requires earlier shopping. Store them cold immediately and move drinks into coolers at least 2 hours before visitors arrive.
What presentation equipment should I test before the health center open day?: Test the laptop, projector, projection screen, presentation clicker, microphone, portable speakers, extension cords, and power strips together at least 48 hours beforehand. Keep a backup connection or presentation copy ready on the event day.

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