What you need for a municipal open house

A municipal open house needs more than coffee and a few information desks. Visitors may move between public areas, guided tours, children’s activities and presentations, so supplies must support both flow and waiting time. This shopping list covers catering equipment, seating, signage, technology, lighting and reception materials. Check quantities against your expected attendance, the number of booths and the length of the programme before you buy or collect anything.

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What to bring

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

Furniture

Information desksqty 12
Folding chairsqty 80
Beer tablesqty 8
Reception desk
Bar stoolsqty 6
Party tentsqty 3
Bollardsqty 12

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 160
Cutlery setsqty 160
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Bread knivesqty 6
Serving traysqty 8

Equipment

Laptopsqty 6
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 2
Portable speakersqty 2
Extension cordsqty 8
Power stripsqty 10
USB sticksqty 4

Lighting

LED string lightsqty 6
Desk lampsqty 8

Decorations

Municipal flagsqty 6
Balloon archesqty 3
Tableclothsqty 16
Flower arrangementsqty 8
Chalkboardsqty 12
Name badge holdersqty 40
Name badgesqty 120
Wristbandsqty 300

Sports equipment

Colored pencilsqty 12
Markersqty 12
Coloring pagesqty 150
Building blocksqty 4
Bubble solutionqty 12
Skipping ropesqty 6

Cleaning

Waste binsqty 12
Hand soap dispensersqty 8
Cleaning bucketsqty 4
Mopsqty 6
Dustpan and brushqty 4

Catering

Groceries
- Coffee - 8 packs
- Tea bags - 300 pieces
- Decaffeinated coffee - 2 packs
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Coffee biscuits - 12 packs
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Beer - 6 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Alcohol-free wine - 6 bottles
- Ice cubes - 20 bags
- Mini sandwiches - 500 pieces
- Whole wheat wraps - 80 pieces
- White wraps - 80 pieces
- Young cheese - 5 kilos
- Aged cheese - 4 kilos
- Hummus - 3 kilos
- Herb cream cheese - 3 kilo
- Chicken breast topping - 3 kilos
- Smoked salmon - 2 kilos
- Cucumber - 15 pieces
- Tomatoes - 5 kilos
- Lettuce - 12 heads
- Bell peppers - 4 kilo
- Red onion - 2 kilos
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Grapes - 8 kilos
- Apples - 12 kilos
- Bananas - 8 kilos
- Mandarins - 8 kilos
- Mini muffins - 300 pieces
- Brownies - 250 pieces
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 8 bags
- Salsa - 8 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Olive oil - 2 bottles
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Herb mix - 4 sachets
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper napkins - 1000 pieces
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Straws - 300 pieces
- Sugar sachets - 500 pieces
- Disposable dessert forks - 300 pieces
- Disposable napkins - 500 pieces
- Trash bags - 60 pieces
- Compostable trash bags - 30 pieces
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- All-purpose cleaner - 6 bottles
- Glass cleaner - 3 bottles
- Dish soap - 4 bottles
- Disinfectant wipes - 12 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs

Tips

Plan at least one information desk or staffed reception point at each main visitor entrance, and add clear signs for tours, children’s activities, toilets and public areas.
For coffee service, allow roughly two cups per visitor for a two-hour open house, plus extra cups for staff. Prepare coffee machines, kettles and thermos flasks so service can continue while one batch is being made.
Count seating by activity rather than by total attendance: provide chairs for presentations and tours, while beer tables and bar stools work better for short conversations at information booths.
Test every laptop, projector, projection screen, wireless microphone and portable speaker at least one day before the event. Bring extension cords, power strips and USB sticks as backups rather than relying on the building’s installed equipment.
Prepare maps, programme booklets and name badges before setup day. Keep a reserve of about 10% for walk-in visitors, misplaced badges and last-minute changes to tour routes or room assignments.

Frequently asked questions

How much coffee do I need for a municipal open house?: For a two-hour event, plan around two cups per visitor, then add 10% for staff and refills. Use several coffee machines, kettles or thermos flasks if visitors arrive in waves.
How many chairs are needed for a municipal open house?: Match the number of chairs to the largest presentation, tour briefing or children’s activity, then add about 10% spare seating. Keep additional standing space around information desks and reception.
How many programme booklets and maps should I print?: Print one booklet and one map per expected visitor, plus a 10% reserve. Print the final version after tour routes, room reservations and programme times have been confirmed.
When should I test the AV equipment for an open house?: Test laptops, projectors, screens, microphones and speakers at least 24 hours beforehand, then repeat a short sound and projection check 60 minutes before visitors arrive.

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