What to buy for a municipal open house

A municipal open house needs more than coffee and a few chairs. Visitors should be able to register quickly, find the right information booth and leave with clear take-home materials. Use this shopping list alongside your floor plan and visitor numbers. Buy disposable and consumable items early, then check borrowed equipment and power supplies at least one week before the event so missing cables, cups or printed materials do not delay setup.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Stoolsqty 12
Registration desk
Coat racksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitcherqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Projector
Projection screen
Laptop
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Decorations

Tableclothsqty 10
Counter sign
Information boardsqty 12
Chalkboardsqty 4
Directional signsqty 10
Name badgesqty 80
Table numbersqty 12

Kitchen

Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Bottle openersqty 3

Cleaning

Vacuum cleaner
Mop set
Cleaning bucketsqty 2
Waste binsqty 6
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 4 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
- Lemons - 8 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Stir sticks - 200 pieces
- Paper napkins - 300 pieces
- Mini rolls - 120 pieces
- Whole wheat rolls - 40 pieces
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Back ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Gluten-free sandwiches - 12 pieces
- Vegan toppings - 6 packages
- Vegan sandwiches - 12 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces

Tips

Plan refreshments by arrival period: allow two to three drinks per visitor during the first hour, then about one drink per person for each additional hour. Include coffee, tea and water rather than relying on one option.
Buy or prepare one name badge per registered visitor, plus at least 10% extra for walk-ins and damaged badges. Keep blank badges and markers at the registration desk.
Prepare one information pack for every expected visitor, with 10% extra. Sort the packs before opening so staff can hand them over without searching through loose leaflets.
For a seated information session, provide one chair per confirmed visitor and keep 10% extra seating available if the room allows. Add stools only where booth staff need to work for longer periods.
Check every powered item seven days before the open house: projector, laptop, microphone, speakers, coffee machines and kettles. Pack at least one extension cord and one power strip for each separate equipment area, and test them in the venue.

Frequently asked questions

How much coffee and water do I need for a municipal open house?: For the first hour, plan two to three drinks per visitor, followed by about one drink per person per additional hour. Keep water available throughout and add extra hot drinks if visitors are expected to stay for presentations.
How many name badges should I buy for an open house?: Prepare one badge per registered visitor and add 10% for walk-ins, spelling mistakes and replacements. For 100 registered visitors, prepare at least 110 badges.
How many information packs should I prepare?: Make one pack for every expected visitor and add 10% extra. If 80 people are registered, prepare 88 packs so late arrivals and damaged packs are covered.
When should I check the equipment for a municipal open house?: Test the projector, screen, laptop, microphone, speakers and coffee equipment at least seven days beforehand. Test them again during venue setup, and confirm access to keys and power before the first visitor arrives.

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