What to buy for a mill open day

A mill open day needs more than refreshments and printed signs. Visitors move through guided tours, demonstrations and outdoor waiting areas, so your shopping list must cover serving, seating, power, payments and safety. Plan drinks for the full programme, not just the busiest hour, and check that volunteers have everything needed to keep groups moving. Use the registration total to size food, cups, chairs and toilet supplies, then add a small buffer before shopping.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Bar stoolsqty 4
Waste binsqty 6
Clothes racksqty 2

Tableware

Reusable platesqty 150
Reusable bowlsqty 50
Reusable cupsqty 200
Coffee cupsqty 100
Tea glassesqty 50
Cutlery setsqty 150
Serving spoonsqty 8
Cake forksqty 100
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Payment terminal
Sound amplifier
Microphone
Walkie-talkiesqty 6
Power banksqty 4
Clipboardsqty 6
Pensqty 30
Calculatorsqty 2
Mill measuring rulersqty 3
Binocularsqty 4
Bollardsqty 20
Rolls of barrier tapeqty 6
Conesqty 20
Folding step ladder
Toolbox
Hand truck

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Bread tongsqty 4
Thermos flasksqty 8
Water jugsqty 6
Measuring cupsqty 3
Ice packsqty 20

Decorations

Buntingqty 8
Windmill postersqty 12
Tableclothsqty 10
Name badgesqty 30
Flower arrangementsqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8
Flashlightsqty 6

Catering

Coffee and tea displaysqty 3
Drink dispensersqty 3
Bread basketsqty 6
Cooler cratesqty 6
Milk jugsqty 6
Sugar bowlsqty 6
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Lemonade - 6 bottles
- Spa Blauw - 30 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ice cubes - 12 bags
- Baguettes - 20 pieces
- Brown buns - 120 pieces
- White rolls - 80 pieces
- Whole grain rolls - 60 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Aged cheese - 2 kilo
- Back ham - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Jam - 4 jars
- Cucumbers - 10 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Bell peppers - 2 kilos
- Eggs - 60 pieces
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Currant buns - 60 pieces
- Apple pies - 6 pieces
- Lemon cakes - 4 pieces
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 12 pieces
- Gluten-free cake - 2 pieces
- Vegan cake - 2 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Peanuts - 4 bags
- Raisins - 3 kilos
- Apples - 15 kilo
- Bananas - 8 kilos
- Grapes - 6 kilos
- Napkins - 800 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Trash bags - 80 pcs
- Organic waste bags - 30 pieces
- Toilet paper - 36 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 packs
- Bandages - 2 boxes
- Disposable gloves - 4 boxes
- Coffee filters - 3 packs
- Tea filters - 2 boxes
- Lighters - 4 pieces
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Tape - 6 rolls
- Cable ties - 100 pieces
- Chalk - 2 boxes

Cleaning

Bucketsqty 6
Spongesqty 12
Cleaning clothsqty 24
Broom setsqty 4
Mopsqty 4
Dustpans and brushesqty 4
Trash grabbersqty 2
Toilet brushesqty 3
Hand soap dispensersqty 4
Safety glovesqty 12

Tips

For the first hour, allow two to three drinks per visitor, then add roughly one drink per person for each following hour. Keep water available in jugs and use coolers for anything that must stay cold.
Order bread and other bakery items against confirmed registrations, with about 10% extra for walk-in visitors and volunteer breaks. Buy or bring serving trays, bread tongs, cutting boards and suitable knives so food can be portioned safely.
Count tour groups before setting out chairs and tables: provide one seat for every visitor who may need to wait, plus a separate volunteer area. Party tents are useful when visitors must queue outdoors, but check the forecast before deciding how many to install.
Prepare one clearly marked payment point with a payment terminal, extension cords and power strips. Test the terminal, coffee machines, kettles and sound equipment at least one day before the open day rather than discovering a missing cable during setup.
Restock toilets before doors open and check them during the event at least every two hours. Include toilet paper, hand soap, paper towels or an equivalent drying method, and enough waste bins for the visitor route and refreshment area.

Frequently asked questions

How many drinks do I need for a mill open day?: For the first hour, plan on two to three drinks per visitor. Add about one drink per person for every additional hour, then keep extra water available in jugs in case the weather is warm.
How much food should I order for a mill open day?: Base the bakery order on confirmed registrations and add around 10% for walk-ins, children and volunteers. Confirm the order at least 2 to 3 days before the event so there is time to adjust quantities.
What equipment is needed for serving refreshments at a mill open day?: Allow reusable plates, bowls, cups, coffee cups, tea glasses and cutlery for every registered visitor, plus 10% extra. You will also need serving spoons, cake forks, trays, bread tongs, cutting boards, knives, coffee machines, kettles and thermos flasks.
When should I test the equipment for a mill open day?: Test payment equipment, extension cords, power strips, coffee machines, kettles, the microphone and amplifier at least 24 hours before opening. Set up the final refreshment and payment points on the day early enough to allow one complete test before visitors arrive.

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