What to buy for a monastery open day

A monastery open day needs more than coffee and printed schedules. Visitors move between rooms and outdoor areas, so you need clear route signs, a staffed reception point, refreshments and reliable lighting. This shopping list covers the practical supplies that are easy to overlook, from enough cups and serving platters to extension cords, waste bins and flashlights. Check quantities against your registration list, tour groups and opening hours before shopping, then do a final stock check at least one day before the event.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Party tentsqty 2
Clothes racksqty 2

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Serving spoonsqty 8

Equipment

Handheld microphonesqty 2
Portable speaker
Extension cordsqty 6
Power stripsqty 6
Flashlightsqty 8
Walkie-talkiesqty 6
First aid kit

Decorations

Tableclothsqty 10
Flower arrangementsqty 8
Buntingqty 6
Photo framesqty 12

Lighting

LED lampsqty 10
String lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 6 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Beer - 8 crates
- Alcohol-free wine - 12 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 3 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Pesto - 6 jars
- Cucumber - 12 pieces
- Cherry tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Grapes - 5 kilos
- Apples - 6 kilos
- Bananas - 4 kilos
- Mini quiches - 160 pieces
- Bitterballen - 200 pieces
- Vegetarian snacks - 120 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Nuts - 4 kilos
- Cookies - 8 packs
- Brownies - 120 pieces
- Napkins - 600 pieces
- Paper cups - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 80 pcs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs

Tips

Plan one coffee cup, one glass, one plate and one cutlery set per expected visitor, plus at least 10% extra for breakages, late arrivals and volunteers. Do not wait until the morning of the open day to discover that servingware is short.
Provide at least one pitcher for every 10–15 visitors using the refreshment area, and arrange two coffee machines or kettles if more than 30 people may arrive during the same hour. Chill drinks the day before so they are ready at reception.
Allow one waste bin at reception, one near refreshments and one at each busy outdoor or tour area. Keep buckets available for quick spills and check that every bin has a clear place before guests arrive.
For each guided route, prepare a visible sign at every turn and entrance, then keep spare signs and materials at the reception desk. Print enough schedules and route maps for every registered visitor, with at least 10% extra for walk-ins.
Check power and lighting before setup: use extension cords and power strips only where they cannot obstruct the route, and place flashlights or battery lanterns at dark entrances and outdoor sections. Test microphones, the portable speaker and LED or string lights before visitors arrive.

Frequently asked questions

How many cups and glasses do I need for a monastery open day?: Count one coffee cup and one glass per expected visitor, then add 10% extra. For 50 visitors, prepare at least 55 of each, plus additional cups if volunteers and guides will also be served.
How much coffee should I buy for an open day?: Allow about 250 ml of coffee per visitor for a short visit, or 400–500 ml for a programme lasting several hours. For 50 visitors, that is roughly 12.5 litres for a short event and up to 25 litres for a longer day, before adding extra for volunteers.
When should I buy and chill drinks for a monastery open day?: Buy shelf-stable drinks up to a week in advance if storage allows, but chill perishable drinks and milk the day before. Check the coolers, pitchers, cups and serving area again on the morning of the open day.
How many printed maps and schedules are needed?: Print one route map and schedule per registered visitor, plus at least 10% extra for walk-ins and damaged copies. For 80 registrations, prepare at least 88 copies and keep a small reserve at reception.

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