What you need for a library open day

A library open day needs more than books and a welcome table. Plan supplies for registration, guided tours, presentations, children’s activities, refreshments and a quiz or contest. This shopping list covers practical items such as cups, serving equipment, name badges, displays and presentation gear. Check quantities against your expected attendance, then arrange deliveries and groceries early enough to chill drinks and prepare snacks before doors open.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Party tent
Registration desk
Stoolsqty 8
Coat racksqty 3

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 60
Platesqty 100
Forksqty 100
Teaspoonsqty 60
Serving traysqty 8
Pitcherqty 4

Catering

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 6
Drink dispensersqty 3
Napkinsqty 300
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Still water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Multifruit juice - 4 packs
- Lemons - 10 pieces
- Tea biscuits - 6 packs
- Butter cookies - 6 packs
- Mini muffins - 100 pieces
- Mini croissants - 80 pieces
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Salty sticks - 4 bags
- Grapes - 5 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Whole grain bread - 8 loaves
- White baguettes - 8 pieces
- Gluten-free crackers - 4 packs
- Vegan spread - 4 packs
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Paper towels - 8 packs

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 10
Book displaysqty 6
Flower arrangementsqty 6
Name badgesqty 30

Equipment

Laptopqty 2
Projector
Projection screen
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12
Wi-Fi booster

Children's activities

Colored pencilsqty 12
Markersqty 12
Coloring booksqty 30
Craft scissorsqty 10
Glue sticksqty 20
Cutting and craft paperqty 500
Picture booksqty 25
Picture booksqty 20
Cloth for kids' corner

Promotion

Postersqty 30
Flyersqty 300
Program cardsqty 200
Registration formsqty 200
Pensqty 30
Clipboardsqty 6
Directional signsqty 12
Contest formsqty 150
Poster standsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Paper towel dispenserqty 2

Tips

Plan around your busiest hour, not your total attendance. For each expected visitor, allow one cup, plate and napkin, then add 10–15% extra for replacements and volunteers.
Buy or bring drinks at least one day ahead if they need chilling. Use coolers, pitchers, drink dispensers and thermos flasks so refreshments can be served without queues at one coffee machine.
Prepare the registration and information desks separately. Keep name badges, pens, the visitor information and the day’s programme together so arrivals do not block people asking about tours or activities.
For presentations and readings, test the laptop, projector, projection screen and portable speaker before opening. A 30-minute sound and image check gives you time to find missing cables or adapters.
Set aside dedicated supplies for the children’s area rather than borrowing from registration. Put tables, chairs or stools, book displays and activity materials in place before the first families arrive.

Frequently asked questions

How many cups and plates do I need for a library open day?: Allow one cup, plate and napkin per expected visitor, plus 10–15% extra. For 100 visitors, that means at least 110 cups, 110 plates and 110 napkins, with coffee cups and teaspoons counted separately if you serve hot drinks.
How much food and drink should I buy for a library open day?: For a short open day, plan roughly two drinks per person for the first two hours, then one additional drink per person for each extra two hours. Buy snacks for every expected visitor and add 10–15% extra, especially when children’s activities are scheduled.
When should I prepare the library open day shopping?: Order non-perishable supplies and printed materials at least 7 days beforehand. Buy fresh groceries one or two days before the event, and chill drinks the day before so they are ready at opening time.
What equipment is needed for a library open day presentation?: Pack a laptop, projector, projection screen and portable speaker, plus the required power and connection cables. Test everything at least 30 minutes before opening and keep a backup copy of presentations and texts available.

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