What to buy for a hospice open house

A hospice open house needs more than coffee and folding chairs. Visitors may arrive in waves, join guided tours, listen to speakers and need clear information about private areas and accessible routes. Shop for refreshments, serving equipment, name badges, printed visitor information and practical room setup items. Plan quantities around your expected registrations, opening hours and the number of visitors you can host at one time.

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What to bring

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

Furniture

Reception desk
Tablesqty 8
Chairsqty 60
High tablesqty 4
Coat racksqty 2
Stoolsqty 6
Wheelchair-friendly chairsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 80
Dessert platesqty 80
Forksqty 80
Teaspoonsqty 80
Serving plattersqty 12
Serving tongsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Wireless microphone
Speaker
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Projection screen
Cable reelsqty 2

Decorations

Tableclothsqty 8
Flower arrangementsqty 8
Balloonsqty 50
Buntingqty 6
Tealight holdersqty 12
Photo framesqty 10
Name card holdersqty 10

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 6 bags
- Mini sandwiches - 120 pieces
- Whole grain bread - 6 loaves
- White bread - 4 loaves
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Ham - 1 kilogram
- Vegetarian spread - 6 tubs
- Hummus - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 4 heads
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Unsalted nuts - 2 kilogram
- Grapes - 4 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Mini pastries - 100 pieces
- Cookies - 6 packs
- Gluten-free crackers - 3 packs
- Vegan spread - 4 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 300 pieces
- Stir sticks - 200 pieces
- Paper straws - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Dish soap - 2 bottles
- Cleaning sponges - 2 packs
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Paper towels - 6 packs

Information

Program bookletsqty 100
Tour cardsqty 100
Information leafletsqty 150
Route signsqty 12
Name badgesqty 100
Badge holdersqty 100
Pensqty 20
Clipboardsqty 4
Visitor formsqty 100
Feedback cardsqty 100
Registration formsqty 50
Envelopesqty 50
Arrow stickersqty 30
Barrier tapeqty 2
Name stickersqty 100

Cleaning

Trash binsqty 8
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 12
Cleaning glovesqty 6
Toilet brushesqty 2

Lighting

Table lampsqty 8
Mood lightingqty 4
LED lampsqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 3
Serving plattersqty 12
Storage binsqty 10
Ice packsqty 12

Safety

Non-slip matsqty 6
Cable coversqty 8
Flashlightsqty 4

Tips

Plan drinks by arrival waves: allow two to three drinks per visitor during the first hour, then add one drink per person for each additional two hours. Include coffee, tea and water rather than relying on one option.
Buy or reserve about one cup, glass, dessert plate and fork per expected visitor, plus 10% extra for replacements and visitors who return for a second serving. Add serving platters, tongs and teaspoons before the catering arrives.
For guided tours, prepare one name badge per registered visitor, speaker and volunteer, plus at least 10 spare badges. Print visitor information 2–3 days before opening so late registration changes can be included.
Check accessibility before buying or placing furniture: keep wheelchair-friendly chairs available and leave clear routes to the entrance, toilets and tour areas. Do not use coat racks, high tables or decoration to narrow these paths.
Test the microphone, speaker, laptop and projector at least 60 minutes before opening. Bring extension cords, power strips and cable reels, and tape down cables before visitors enter the rooms.

Frequently asked questions

What should I buy for a hospice open house?: Plan refreshments, cups, glasses, plates, cutlery, serving items, name badges and printed visitor information. You may also need tables, chairs, a reception desk, coat racks, coffee equipment and presentation equipment such as a microphone and projector.
How many drinks do I need for an open house?: Allow two to three drinks per visitor during the first hour, then one additional drink per person for every two hours afterward. Add around 10% extra for volunteers, speakers and unexpected visitors.
How many disposable plates and cups should I buy?: Start with one cup, glass, plate and fork per expected visitor, then add 10% extra. For a planned group of 50 visitors, that means at least 55 of each item if reusable tableware is not available.
When should I prepare the shopping and printed materials?: Complete the main shopping and confirm catering 2–3 days before the open house. Print visitor information and prepare name badges after registrations are checked, ideally no later than the day before.

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