What to buy for a monument open day
A monument open day needs more than coffee and visitor information. You’ll need practical supplies for guided tours, registration points, refreshments, route marking and safe movement through the building and outdoor area. Plan quantities around your expected visitor count, tour groups and opening hours. The list below covers the shopping and equipment that are easy to overlook, especially extension cords, lighting, serving items and weather-ready outdoor markers.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Plan at least one coffee cup, glass and plate per expected visitor if you cannot wash up during the day, then add 10% extra for breakages and unexpected arrivals.
- For refreshments, allow two hot drinks per visitor over a three-hour opening, plus enough teaspoons, serving spoons, cake plates and trays for each refreshment point.
- Count route signs and bollards by entrance, crossing and change of direction rather than by room. Each point where visitors could take the wrong route needs a clear marker.
- Check electrical equipment before shopping day: allow one extension cord and one power strip for each separate refreshment or information point, and bring LED lamps or battery lanterns for dim areas.
- Set aside a dedicated box for items people often forget until setup, including adhesive strips, flashlights, walkie-talkies and table décor. Pack it at least one day before the doors open.
Frequently asked questions
- What do I need for a monument open day?
- Plan furniture for each information point and refreshment area, including tables, chairs, coat racks and tablecloths. You’ll also need servingware, coffee machines or kettles, thermos flasks, route signs, lighting and basic setup equipment such as extension cords and adhesive strips.
- How many cups and glasses do I need for an open day?
- Allow one cup and one glass per expected visitor, then add 10% extra. For 100 visitors, that means at least 110 cups and 110 glasses if there is no washing-up facility during the event.
- How much coffee should I buy for a monument open day?
- For a three-hour opening, budget around two hot drinks per visitor. For 100 visitors, prepare capacity for about 200 drinks and use thermos flasks to keep service running between guided tours.
- When should I prepare the shopping for a monument open day?
- Finish the main shopping at least two days before opening, and chill drinks the day before. Pack equipment and check the complete shopping list before setup so missing items can still be collected before the venue opens.