What you need for an observatory open day
An observatory open day needs more than telescopes and a printed programme. Visitors move between reception, talks, guided tours and outdoor viewing areas, so plan supplies for each point where they stop. Bring clear signs, low-glare lighting, backup power and enough coffee and tea for the busiest part of the day. This checklist also covers practical items that are easy to forget, such as spare batteries, name badges, weather protection and materials for an indoor alternative.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 100
- Tableclothsqty 12
- Stoolsqty 8
- Clothes racksqty 2
- Bollardsqty 12
Equipment
- Telescopesqty 4
- Binocularsqty 8
- Night vision gogglesqty 6
- Projector
- Projection screen
- Laptopsqty 2
- Extension cordsqty 8
- Power stripsqty 6
- Power banksqty 4
- Walkie-talkiesqty 6
- Presentation clicker
- Megaphones
- Flashlights with red lightqty 12
Lighting
- LED lampsqty 10
- String lightsqty 6
- AA batteriesqty 24
- AAA batteriesqty 24
Decorations
- Star postersqty 8
- Space postersqty 6
- Paper starsqty 40
- Balloonsqty 50
- Decorative ropeqty 2
- Tapeqty 6
- Thumbtacksqty 2
- Wayfinding signsqty 12
- Chalkboardsqty 4
Tableware
- Reusable cupsqty 180
- Coffee cupsqty 100
- Platesqty 120
- Cutlery setsqty 120
- Teaspoonsqty 100
- Serving plattersqty 12
- Serving tongsqty 8
- Thermos flasksqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving spoonsqty 4
- Measuring cupsqty 2
- Ice packsqty 12
- Cooler labelsqty 12
- Storage cratesqty 12
- Kitchen scalesqty 2
Catering
- Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 4 cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 48 bottles
- Sparkling mineral water - 24 bottles
- Lemons - 12 pieces
- Cucumbers - 8 pieces
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 8 trays
- Mandarins - 60 pieces
- Baby carrots - 6 bags
- Cherry tomatoes - 6 tubs
- Bell pepper strips - 6 tubs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Egg salad - 4 tubs
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Multigrain rolls - 60 pieces
- Currant buns - 40 pieces
- Unsalted butter - 2 kilos
- Strawberry jam - 3 jars
- Peanut butter - 3 jars
- Chocolate sprinkles - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted pretzels - 6 bags
- Party nuts - 5 bags
- Popcorn - 6 bags
- Cookies - 8 packs
- Sirup waffles - 6 packs
- Muesli bars - 60 pieces
- Mini muffins - 80 pieces
- Gluten-free sandwiches - 12 pieces
- Gluten-free cookies - 3 packs
- Vegan spread - 4 packs
- Vegan sandwiches - 20 pieces
- Napkins - 500 pieces
- Stirrers - 300 pieces
- Paper straws - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Parchment paper - 1 roll
- Coffee filters - 2 packs
- Dish soap - 3 bottles
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Paper table runners - 12 rolls
- Serving trays - 8 pieces
- Allergen labels - 2 sets
- Freezer bags - 2 boxes
- Aluminium trays - 30 pieces
- Water dispensersqty 2
- Drink cratesqty 6
- Thermos cupsqty 30
- Allergen cardsqty 20
Cleaning
- Bucketsqty 4
- Mopsqty 6
- Broom setsqty 3
- Dustpan and brushqty 4
- Microfiber clothsqty 20
- All-purpose cleanerqty 4
- Glass cleanerqty 2
- Toilet cleanerqty 3
- Rubber glovesqty 8
- Waste binsqty 8
- Paper towelsqty 12
Promotion
- Program leafletsqty 200
- Star mapsqty 200
- Name badgesqty 120
- Pensqty 30
- Colored pencilsqty 40
- Coloring page areaqty 150
- Quiz formsqty 150
- Envelopesqty 200
- Clipboardsqty 8
- Stickersqty 300
- Information flyersqty 250
Safety
- First aid kit
- Flashlightsqty 6
- Safety vestsqty 8
- Non-slip matsqty 6
- Fire blanketsqty 2
- Battery candlesqty 20
Storage
- Document boxesqty 4
- Label stickersqty 3
- Markersqty 12
- Roll containersqty 2
Tips
- Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Buy extra coffee, tea, milk and sugar if volunteers will be on site before visitors arrive.
- Count one name badge and one printed visitor-information sheet for every registered visitor, plus at least 10% spare copies. Keep the registration list at the reception desk and protect it from rain.
- Take at least two spare sets of AA and AAA batteries for each battery-powered light, telescope accessory or communication device. Test every flashlight with red light before the doors open.
- Allow one extension cord and one power strip for each separate equipment area, and bring power banks for phones and smaller devices. Tape cables down before visitors enter and keep a clear route around the reception desk.
- Prepare enough directional signs to mark the entrance, reception, toilets, talks, guided tours and outdoor viewing area. Add red-light LED lamps or flashlights for every outdoor group so visitors can move safely without ruining night vision.
Frequently asked questions
- How much coffee and tea do I need for an observatory open day?
- For the first hour, plan two to three drinks per person, including volunteers. After that, allow one drink per person per hour and add around 10% extra for late arrivals and refills.
- How many printed registration lists and visitor sheets should I bring?
- Print one registration list for the reception desk and one backup copy kept separately. Prepare one visitor-information sheet per registered person, plus 10% spare copies; print them at least one day before the event.
- How many spare batteries are needed for an astronomy open day?
- Bring two spare AA and AAA battery sets for every device that depends on batteries, including red-light flashlights and other portable equipment. Check and replace weak batteries on the morning of the event.
- What should I buy for an observatory open day if the weather changes?
- Have materials ready for an indoor backup programme at least 24 hours before opening. Include extra indoor signs, presentation supplies, power access and enough seating for the expected visitor capacity.
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