What you need for a hotel open day

A hotel open day needs more than coffee and brochures. Visitors move through reception, meeting points and selected rooms, so supplies must be ready for registration, refreshments and guided tours. Use this shopping list alongside the event plan to check quantities before deliveries arrive. Pay particular attention to items that are easy to overlook, such as spare name badges, serving utensils, extension cords and chilled drinks.

Organize this event for free with Lizzt

What to bring

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

Furniture

Reception desk
Tablesqty 12
Chairsqty 80
High tablesqty 8
Coat racksqty 2
Stoolsqty 12
Buffet tablesqty 4
Tableclothsqty 16

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 150
Platesqty 120
Dessert platesqty 120
Forksqty 120
Pliersqty 12
Serving spoonsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Laptopsqty 2
Screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Decorations

Balloonsqty 100
Balloon archesqty 2
Flower arrangementsqty 8
Welcome bannersqty 3
Info boardsqty 10
Name badgesqty 120
Badge holdersqty 120
Cloakroom numbersqty 120
Directional signsqty 12

Lighting

String lightsqty 6
LED spotlightsqty 8
Battery lanternsqty 6

Kitchen

Serving boardsqty 8
Small bowlsqty 16
Pitchersqty 8
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 4
Food containersqty 12

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 20
Toilet brushesqty 4
Waste binsqty 12

Groceries

Coffeeqty 6
- Coffee beans - 4 kilos
- Decaffeinated coffee - 1 kilo
- Tea bags - 250 pieces
- Herbal tea - 80 bags
- Hot chocolate - 4 liters
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 kilos
- Sweeteners - 200 pieces
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Iced tea - 8 bottles
- Coffee cream - 2 liter
- Ice cubes - 12 kilo
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 kilos
- Olives - 3 kg
- Grapes - 6 kilos
- Apples - 6 kilos
- Pears - 4 kg
- Bananas - 4 kilos
- Strawberries - 3 kilos
- Cucumbers - 4 kilos
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Brie - 2 kilos
- Gouda cheese - 3 kilos
- Chicken breast slices - 2 kilos
- Raw ham - 2 kilos
- Butter - 2 kilos
- Baguettes - 20 pieces
- Mini croissants - 160 pcs
- Mini rolls - 160 pieces
- Wraps - 80 pieces
- Crackers - 8 packs
- Gluten-free crackers - 3 packs
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Egg salad - 2 kilo
- Tuna salad - 2 kilos
- Chicken salad - 2 kilo
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Pesto - 1 liter
- Cocktail sauce - 1 liter
- Olive oil - 1 liter
- Salt - 500 grams
- Pepper - 250 gram
- Fresh basil - 10 bunches
- Mini muffins - 160 pieces
- Mini brownies - 160 pieces
- Butter cookies - 6 kilos
- Dark chocolate - 2 kilo
- Milk chocolate - 2 kilo
- Napkins - 500 pieces
- Coffee filters - 250 pieces
- Stirrers - 500 pieces
- Paper straws - 250 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dishwashing liquid - 3 liters
- All-purpose cleaner - 5 liters
- Glass cleaner - 2 liters
- Disinfectant - 2 liters
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs

Tips

Plan around two to three drinks per visitor for the first hour, then add extra water for longer tours. Chill part of the supply in refrigerators or coolers before guests arrive, and keep a reserve unchilled.
Allow one coffee cup, tea glass, water glass and plate per expected guest, plus at least 10% extra. Add dessert plates, forks, serving spoons and pliers if snacks or pastries are served.
Prepare one name badge for every registered visitor and keep at least 10 spare badges at reception for walk-ins or damaged labels. Store pens and the registration materials at the reception desk.
Check every screen, laptop, microphone and speaker at least one day before the open day. Bring enough extension cords and power strips for each presentation point, with one spare connection available.
Buy or gather signs and welcome banners before printing the final route maps. Put printed maps at reception and prepare a visible coat-rack area so visitors do not block the entrance with jackets.

Frequently asked questions

How much coffee and water do I need for a hotel open day?: For the first hour, plan two to three drinks per visitor, including coffee, tea and water. Add at least 10% extra cups and glasses, and keep additional water available for guided tours.
How many name badges should I buy for a hotel open day?: Prepare one badge per registered visitor plus at least 10 spare badges. The extras cover walk-ins, spelling mistakes and badges that are lost during the day.
When should I test the equipment for a hotel open day?: Test laptops, screens, microphones, speakers and power connections at least one day before the event. Repeat a short sound and presentation check 60 minutes before doors open.
How early should drinks and snacks be delivered?: Arrange catering delivery at least two hours before guest arrival so staff can check the order, chill drinks and set up the coffee and snack stations. Keep a delivery contact available until everything is counted.

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.