What you need for an MBO open day

An MBO open day needs more than brochures and a welcome desk. Visitors move between classrooms, trial lessons, demonstrations and guided tours, so your shopping list must cover registration, catering, technology, signage and power. Plan supplies for the busiest arrival period rather than the average flow. Reusable cups, clear information posters, working microphones and enough extension equipment are easy to overlook until visitors are already on site.

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What to bring

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

Furniture

Registration desksqty 3
Information desksqty 18
Foldable tablesqty 12
Chairsqty 180
Bar stoolsqty 20
Tableclothsqty 24
Clothes racksqty 2

Tableware

Reusable mugsqty 180
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving tongsqty 12

Equipment

Laptopsqty 12
Projectorqty 4
Projection screensqty 4
Presentation screensqty 6
Wireless microphonesqty 4
Speakersqty 4
Power banksqty 6
Extension cordsqty 12
Power stripsqty 12
Cable matsqty 10
USB sticksqty 6
Wi-Fi boostersqty 4

Decorations

School Flagsqty 8
Balloonsqty 150
Balloon archesqty 3
Decorative plantsqty 12
Info postersqty 30
Program boardsqty 8
Directional signsqty 24
Whiteboardsqty 8

Lighting

LED light garlandsqty 8
LED construction lightsqty 6

Kitchen

Coffee machinesqty 4
Kettlesqty 4
Thermos flasksqty 12
Coolersqty 6
Ice cube traysqty 8
Cutting boardsqty 6
Bread knivesqty 6
Serving pansqty 6
Waste binsqty 12
Coffee spoonsqty 30

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 8

Catering

Groceries
- Coffee - 12 packs
- Tea bags - 8 boxes
- Decaffeinated coffee - 2 packs
- Milk - 25 liters
- Oat milk - 8 liters
- Semi-skimmed coffee milk - 6 packs
- Sugar - 4 kilogram
- Sweeteners - 3 boxes
- Cola - 18 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Lemons - 3 kilogram
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Mini croissants - 300 pieces
- Mini muffins - 300 pieces
- Butter cookies - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Hummus - 8 tubs
- Cucumber - 12 pieces
- Carrots - 5 kilograms
- Cherry tomatoes - 4 kilograms
- Mini peppers - 3 kilograms
- Whole wheat wraps - 10 packs
- Cream cheese - 10 tubs
- Young cheese - 4 kilograms
- Cheese sandwiches - 120 pieces
- Chicken sandwiches - 100 pieces
- Vegetarian Sandwiches - 60 pieces
- Vegan sandwiches - 40 pieces
- Gluten-free rolls - 20 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Napkins - 1200 pieces
- Stir sticks - 600 pieces
- Paper cups - 400 pcs
- Wooden skewers - 500 pieces
- Diet labels - 100 pieces
- Trash bags - 80 pcs
- Blue trash bags - 40 pieces
- Paper towels - 24 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 12 bottles
- Hand sanitizer - 12 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Sponges - 20 pieces
- Rubber gloves - 12 pairs
- Tape - 12 rolls
- Paper tape - 12 rolls
- Printer paper - 5 packs
- Pens - 100 pieces
- Pencils - 50 pieces
- Markers - 30 pieces
- Labels - 500 pieces
- Wristbands - 500 pieces
- Envelopes - 300 pieces
- Staples - 2 boxes
- Paper paper clips - 4 boxes

Tips

Set aside one registration point for every 100 to 150 expected visitors during the busiest 30 minutes. Each point needs a table, chairs, registration lists, name badges and pens.
For catering, calculate at least 2 drinks per visitor for the first hour, then 1 additional drink per person for every following 2 hours. Add extra cups and glasses for staff, guides and presenters.
Prepare one complete technology set for every active presentation or demonstration room: laptop, screen or projector, power strip, extension cord and the correct connection cables. Test every set no later than the day before.
Use one large information poster at each entrance, registration area and building junction. Add floor plans and directional signs at every decision point, especially where classroom corridors split.
Bring at least 10 power banks for a small open day and one wireless microphone per room where presentations or demonstrations run at the same time. Cover loose cables with cable mats before doors open.

Frequently asked questions

What should I buy for an MBO open day?: Buy or prepare registration desks, tables and chairs, name badges, information folders, catering tableware, drinks, posters, floor plans and directional signage. For each presentation room, allow one laptop, display or projector, power strip and extension cord.
How many drinks do I need for an MBO open day?: Plan 2 drinks per visitor for the first hour, then 1 more drink per person for every additional 2 hours. Add at least 10% extra for staff, student ambassadors, presenters and visitors who stay longer than planned.
How early should I test the equipment for an open day?: Test laptops, projectors, presentation screens, speakers and wireless microphones at least 24 hours before the open day. Run a second check 60 minutes before opening, including cables, power strips, Wi-Fi and presentation files.
How many information folders should I prepare?: Prepare one folder for every registered visitor, plus 10% extra for walk-ins and replacements. If you expect 200 visitors, print or assemble 220 folders and keep them at registration and information desks.

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