What to buy for a nursery open day

A nursery open day needs more than plants and price labels. Visitors move between the greenhouse, sales tables and refreshments, so plan supplies for both the route and the time they stay. This checklist covers the practical shopping: cups, plates, drinks, serving equipment, payment equipment, lighting and weather cover. Buy or borrow the easily missed items early, especially extension cords, transport carts, coat hangers and enough signs to guide visitors from parking to the sales area.

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What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 80
High tablesqty 6
Coat rack
Clothes hangersqty 80
Transport cartsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Serving jugsqty 6

Equipment

Payment terminal
Extension cordsqty 6
Power stripsqty 4
Handheld microphone
Speaker

Lighting

String lightsqty 6
Outdoor lightsqty 6

Decorations

Buntingqty 6
Tableclothsqty 8
Flower arrangementsqty 10
Plant labelsqty 150
Route signsqty 12
Price holdersqty 40
Chalkboardsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 8 dozen
- Spa Rood - 4 boxes
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 4 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini sandwiches - 150 pieces
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Back ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Cucumber - 3 kilos
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Snack mix - 8 bags
- Nut mix - 3 kilo
- Olives - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pepper - 1 jar
- Salt - 1 pack
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles

Tips

Plan about 2–3 drinks per visitor for the first hour, then add one drink per person for each additional hour. Include extra coffee cups, glasses and ice because refreshments are often used faster than expected.
Allow one plate, fork and napkin per snack serving, plus roughly 10% extra. Put serving tongs, trays, cutting boards and kitchen knives on the shopping check rather than assuming the nursery kitchen has them.
Prepare one clear route sign at every turn, plus signs for parking, registration, toilets and plant sales. Bring spare labels and weather-resistant markers so plant names and prices remain readable outdoors.
For each coffee station, provide a coffee machine or kettle, a thermos flask, cups, spoons and a serving jug. Set up at least one spare extension cord and power strip, and test the full setup before visitors arrive.
Cover the visitor areas with a party tent if rain or strong sun is possible, and arrange lighting before dusk. A coat rack with hangers, transport carts and a payment terminal are easy to overlook but make arrivals and plant purchases much smoother.

Frequently asked questions

What do I need to buy for a nursery open day?: Plan refreshments, coffee cups, glasses, plates and cutlery, plus serving trays, tongs, jugs and coolers. You will also need route signs, plant labels, a payment terminal, extension cords, lighting and weather cover.
How many cups and glasses do I need for a nursery open day?: Allow at least 2 cups or glasses per expected visitor for a one-hour visit, and add 10–15% extra for breakage and repeat drinks. For a longer event, add about one additional set per person per hour.
How much coffee and water should I buy for an open day?: For the first hour, budget 2–3 drinks per visitor, including coffee, tea and water. Add one drink per person for every extra hour, then keep chilled water and ice available separately.
When should I buy supplies for a nursery open day?: Buy reusable equipment, signs, labels and lighting at least 1–2 weeks ahead so you can test everything. Buy fresh snacks, ice and chilled drinks 1–2 days before, and check quantities again on the morning of the event.

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