What you need for a Museum Open Day

A Museum Open Day needs more than refreshments and printed brochures. Visitors move through several rooms, join tours or workshops, and often arrive at the same time, so supplies must cover queues, wayfinding and short breaks. Plan tableware, drinks, serving equipment and workshop materials separately, then check what the museum already owns before buying. The easiest items to overlook are extension cords, power strips, payment equipment and enough coat storage for peak arrival times.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Party tentqty 2
Coat racksqty 3
Bollardsqty 12
Table skirtsqty 8

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 100
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 14
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 8
Laptopqty 2
Projector
Projection screen
Payment terminalqty 2
Walkie-talkiesqty 6
Flip chartsqty 3
Whiteboardsqty 2
Paper shredder

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Mixing bowlsqty 4
Serving plattersqty 10
Ice spoonsqty 4
Ice packsqty 20
Bottle openersqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Flower arrangementsqty 6
Table décorqty 12
Photo backdrop
Chalkboardsqty 8
Name badgesqty 40

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Ice cubes - 15 kilos
- Sparkling water - 12 bottles
- Herbal tea honey - 2 jars
- Mini sandwiches - 180 pieces
- Vegetarian sandwiches - 60 pieces
- Vegan sandwiches - 30 pieces
- Gluten-free sandwiches - 15 pieces
- Wraps - 80 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Smoked chicken - 2 kilo
- Cucumber - 12 pieces
- Tomatoes - 3 kilos
- Arugula - 8 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 5 bags
- Olives - 4 jars
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Mandarins - 5 kilos
- Cookies - 10 packs
- Brownies - 120 pieces
- Vegan brownies - 30 pieces
- Gluten-free cookies - 6 packs
- Syrup waffles - 8 packs
- Cupcakes - 100 pieces
- Vegan cupcakes - 20 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Napkins - 600 pieces
- Paper tablecloths - 12 pieces
- Cocktail picks - 500 pieces
- Stir sticks - 400 pieces
- Paper straws - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Paper towels - 12 rolls
- Trash bags - 4 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 12 pairs
- Paper towels - 12 packs
- Coffee filters - 3 packs
- Tea filters - 2 boxes
- Workshop cardboard - 200 sheets
- Colored pencils - 20 boxes
- Markers - 20 boxes
- Scissors - 20 pieces
- Glue sticks - 40 pieces
- Watercolor Paint - 20 sets
- Paint aprons - 30 pieces
- Paper paint cups - 100 pieces
- Nitrile gloves - 100 pieces
- Bandage strips - 2 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Printer paper - 3 packs
- Ballpoint pens - 50 pieces
- Pencils - 30 pieces
- Adhesive tape - 8 rolls
- Double-sided tape - 4 rolls
- Rope - 2 rolls
- Name stickers - 200 pieces
- Program brochures - 250 pieces
- Envelopes - 250 pieces

Tips

Plan drinks for the busiest hour, not the average attendance: allow two to three drinks per visitor for the first hour, with extra water available in jugs or reusable cups.
Count serving pieces by service point. Each refreshment table needs its own tongs, serving platters, coffee pots or thermos flasks, rather than relying on one shared set across the museum.
Check every room before shopping for equipment. Confirm where coffee machines, kettles, microphones, speakers, projectors and screens can be connected, and bring extension cords and power strips that reach safely.
Prepare workshop supplies for the number of registered participants plus about 10% spare materials. Keep cutting boards and chef’s knives separate from visitor-facing craft materials if food preparation is also planned.
Do not leave visitor-flow items until the final day. Put coat racks, bollards, tables, chairs and route signs in place before opening, and test the payment terminal and walkie-talkies during the final equipment check.

Frequently asked questions

How many cups do I need for a Museum Open Day?: Plan at least 1.5 reusable cups per expected visitor if cups are washed during the day, or two cups per visitor without washing. Add separate coffee cups for each planned coffee service point and keep 10% extra available.
How much food and drink should I buy for a museum open day?: For drinks, allow two to three servings per person during the first hour, then about one serving per person for each additional hour. Order food against confirmed registrations, add around 10% for walk-ins, and include the dietary requirements collected in advance.
What equipment should I check before a Museum Open Day?: Check microphones, speakers, laptop, projector, projection screen, payment terminal and walkie-talkies at least one day before opening. Test every extension cord, power strip and connection in the room where it will actually be used.
When should I buy supplies for a Museum Open Day?: Buy non-perishable tableware, signage materials and workshop supplies at least one week beforehand. Purchase chilled drinks and fresh catering items one to two days before opening, then chill the drinks several hours before visitors arrive.

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