What you need for a language school open day

Use this shopping list to prepare a language school open day without last-minute trips to the store. Plan refreshments for the expected number of visitors, then check that reception, trial lessons, presentations and level testing can run at the same time. Drinks, coffee supplies and serving equipment are easy to underestimate when arrivals are spread across several hours. Buy or gather disposable essentials, chargers and extension leads at least two days before the event so there is time to test everything and replace missing items.

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What to bring

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

Furniture

Reception desk
Tablesqty 12
Chairsqty 90
Bar stoolsqty 6
Dressing tablesqty 4
Tableclothsqty 12

Tableware

Reusable glassesqty 100
Coffee cupsqty 80
Platesqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving traysqty 8
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Chargersqty 4
Headphonesqty 20
Level test computersqty 10

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 3
Ice cube traysqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Serving spoonsqty 4
Tea towelsqty 12
Coolersqty 2

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Table décorqty 12
Photo backdrop
Wayfinding signsqty 12
Chalkboardsqty 6
Chalk markersqty 12
Table signsqty 20

Lighting

LED string lightsqty 6
LED table lampsqty 8

Office supplies

Name stickersqty 120
Pensqty 100
Pencilsqty 60
Color markersqty 12
Notepadsqty 100
Clipboardsqty 12
Paper foldersqty 100
Registration formsqty 120
Photo consent formsqty 120
Program flyersqty 150
Course brochuresqty 150
Assess levelsqty 80
Envelopesqty 150
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Printer paperqty 5
Pen holdersqty 10
Wristbandsqty 120
Duty rostersqty 10

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Toilet brushesqty 3
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 6 kilos
- Mandarins - 5 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 20 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Turkey breast - 2 kilos
- Vegetarian spread - 8 tubs
- Back ham - 2 kilos
- Baguettes - 20 pieces
- Whole wheat bread - 12 loaves
- Gluten-free bread - 4 loaves
- Mini croissants - 120 pieces
- Mini raisin buns - 80 pieces
- Butter - 1 kilo
- Strawberry jam - 4 jars
- Peanut butter - 3 jars
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Rice cakes - 6 packs
- Muesli bars - 120 pieces
- Mini muffins - 120 pieces
- Cookies - 10 packs
- Vegan cookies - 4 packs
- Gluten-free cookies - 4 packs
- Olives - 6 jars
- Pickles - 4 jars
- Napkins - 500 pieces
- Paper cups - 150 pieces
- Wooden stirrers - 200 pieces
- Toothpicks - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Frozen ice cream - 10 bags
- Trash bags - 40 pieces
- Compostable trash bags - 20 pieces
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Liquid hand soap - 4 bottles
- Hand sanitizer gel - 6 bottles
- Paper towels - 12 packs
- Air freshener - 3 bottles
- Food storage containers - 20 pieces
- Allergen labels - 2 packs

Tips

Plan two to three drinks per visitor for the first hour, plus water for the rest of the programme. Chill bottled drinks the evening before and keep extra stock in coolers rather than relying on one fridge.
Allow one coffee or tea serving per visitor per hour, with an additional 10% for teachers and guides. Check that you have enough cups, spoons, milk and sugar before the coffee machines and kettles are set out.
Prepare one name sticker and one welcome pack for every registered visitor, plus 10% extra for walk-ins or damaged materials. Keep spare pens and printed registration or level-test forms at the reception desk.
For presentations and trial lessons, bring at least one extension cord and power strip per active teaching or presentation area. Test the laptop, projector, speakers, microphone and chargers together on the day before the open day.
Set out serving trays, plates and cutlery before catering arrives, and keep separate boards and knives for snacks that may contain allergens. Use the collected dietary requirements to label suitable food before visitors start arriving.

Frequently asked questions

How much food and drink do I need for a language school open day?: Plan two to three drinks per visitor for the first hour and one additional drink per person for each following hour. For snacks, allow four to six small portions per visitor, with at least 10% extra for walk-ins and staff.
How many welcome packs should I prepare?: Prepare one pack for every confirmed visitor, then add 10% extra. For example, 80 registrations means preparing 88 packs, so late registrations or damaged packs do not leave anyone without information.
When should I buy supplies for a language school open day?: Buy shelf-stable food, paper goods and printed materials at least two days beforehand. Chill drinks and check fresh catering the evening before, then test all presentation and level-test equipment no later than 24 hours before opening.
What equipment do I need for trial lessons and level testing?: Provide one working laptop, projector and screen for each presentation area, plus speakers or a microphone where the room requires them. For level testing, allow one computer and one set of headphones per simultaneous participant, with at least two spare chargers.

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