What you need for a Museum Night

A Museum Night needs more than drinks and snacks. Visitors move through several spaces, so prepare clear maps, name badges, printed programme brochures and reliable communication between teams. Plan separate supplies for reception, workshops, tours and the refreshment area, including chilled drinks, coffee service and reusable tableware. Check quantities against your expected visitor count, then add a small reserve for late arrivals, breakages and unexpected demand.

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What to bring

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

Furniture

Reception tablesqty 3
Buffet tablesqty 4
Workshop tablesqty 8
Chairsqty 80
Coat racksqty 4
High tablesqty 8
Stoolsqty 16

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 80
Platesqty 80
Platesqty 180
Forksqty 180
Knivesqty 100
Spoonsqty 100
Serving plattersqty 16
Serving tongsqty 8
Carafesqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Presentation screensqty 2
Laptopsqty 2
Wireless microphonesqty 2
Walkie-talkiesqty 6
Power banksqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Measuring cupsqty 2
Mixing bowlsqty 4
Serving spoonsqty 8
Ice packsqty 12
Bottle openersqty 4

Decorations

Buntingqty 8
Tableclothsqty 12
Artificial plantsqty 10
Photo wallsqty 2
Decorative framesqty 12

Lighting

LED light stringsqty 8
LED table lampsqty 12
Battery lanternsqty 8

Printed materials

Program leafletsqty 350
Floor plansqty 350
Name badgesqty 120
Cloakroom numbersqty 200
Directional signsqty 30
Workshop instructionsqty 20

Registration

Check-in tabletsqty 3
Table display standsqty 12
Badge holdersqty 120
Pensqty 30
Cash drawer

Workshop materials

Painter's canvasesqty 80
Watercolor paint setsqty 20
Brushesqty 80
Pencilsqty 100
Colored pencilsqty 20
Drawing paperqty 500
Apronsqty 30
Plastic table protectorsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 30
Cleaning glovesqty 12

Safety

First aid kitsqty 2
Bollardsqty 12
Barrier tapeqty 6
Non-slip matsqty 10

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 48 bottles
- White beer - 48 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Hummus - 2 kilos
- Pesto - 6 jars
- Olive tapenade - 4 jars
- Smoked chicken breast - 2 kilo
- Cucumber - 3 kilos
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Bell peppers - 3 kilos
- Red onion - 1 kilo
- Grapes - 5 kilos
- Apples - 6 kilos
- Pears - 5 kilo
- Bananas - 4 kilos
- Strawberries - 3 kilos
- Unsalted nuts - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Vegetable sticks - 5 kilo
- Olives - 3 kg
- Pickles - 3 jars
- Cheese crackers - 8 packs
- Mini wraps - 200 pieces
- Puff pastry snacks - 250 pieces
- Falafel balls - 200 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Baking paper - 4 rolls
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Napkins - 800 pieces
- Coffee filters - 2 packs
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Paper towels - 12 packs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 6 rolls
- Pedal bin liners - 4 rolls
- Kitchen gloves - 6 boxes
- Storage containers - 30 pieces
- Labels - 2 rolls

Tips

Plan refreshments by visitor flow, not just total attendance. For the first hour, allow two to three drinks per person, then keep extra chilled drinks ready for the busiest tour changes.
Prepare at least one visitor map and programme brochure per registered guest, plus 10% extra for walk-ins, replacements and people who take copies for companions.
Count name badges, pens and registration supplies before opening. Set up the reception tables at least 60 minutes before doors open so late changes do not delay check-in.
Separate workshop materials from general museum supplies and place them at each workshop table before visitors arrive. Keep cutting boards, a chef's knife and measuring cups together if food preparation is part of the programme.
Test every microphone, presentation screen, laptop and extension cord in the actual rooms on the day. Keep power banks and walkie-talkies charged before the first tour, and label cable routes to prevent trip hazards.

Frequently asked questions

What should I buy for a Museum Night?: Plan drinks, snacks, reusable drinking glasses, coffee cups, plates, cutlery, serving platters and carafes. You may also need visitor maps, programme brochures, name badges, workshop materials, extension cords, power strips and charged communication equipment.
How many drinks do I need for Museum Night?: For the first hour, allow two to three drinks per person, then add extra for the rest of the evening. Increase the reserve by about 10% if registration is open, because walk-ins and longer visits are difficult to predict.
How many printed programmes and maps should I prepare?: Prepare one programme brochure and one visitor map per registered guest, then print at least 10% extra. Keep the spare copies at reception so staff can replace damaged materials or help unregistered visitors.
When should I set up the Museum Night supplies?: Set up reception, refreshment and workshop supplies at least 60 minutes before opening. Test technical equipment and lighting on the same day, and finish chilling drinks early enough to avoid using busy visitor areas during check-in.

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