What you need for an open afternoon

An open afternoon needs more than coffee, tea and a few snacks. You will need a clear reception point, enough seating and serving supplies, plus signs that help visitors find their way without asking staff each time. Use your visitor list to estimate quantities, then add spare cups, plates and drinks for late arrivals. Check equipment and extension leads before setup day, especially if coffee machines, kettles or speakers share one power source.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 70
Reception desk
Buffet tablesqty 3
Waste binsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6
Coffee and tea potsqty 6

Catering

Thermos flasksqty 6
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Blackcurrant lemonade - 4 bottles
- Spa blue - 10 bottles
- Spa red - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Herb butter - 4 tubs
- Baguettes - 10 pieces
- Cream cheese - 6 tubs
- Young cheese - 2 kilos
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Hummus - 8 tubs
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Bell peppers - 12 pieces
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Mini cookies - 8 packs
- Brownies - 6 boxes
- Gluten-free cookies - 2 packs
- Vegan cookies - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 bottle
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Trash bags - 3 rolls
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3
Portable speakersqty 2
Microphone

Decorations

Buntingqty 10
Balloonsqty 100
Name badgesqty 80
Tableclothsqty 10
Directional signsqty 8

Lighting

LED lampsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4

Tips

Plan roughly two drinks per visitor for the first hour, then one additional drink per person for each extra hour. Keep some drinks chilled in coolers while the rest stays ready for refilling.
Allow one coffee cup, one glass and one plate per expected visitor, plus at least 10% extra. This covers replacements, late arrivals and items left at the reception or buffet tables.
Set aside one name badge for every registered visitor and keep at least 10 blank badges at the reception desk. Bring pens so visitors can complete badges when their details change.
Prepare one serving platter and one pair of serving tongs for each separate snack option. Add cutting boards, chef’s knives and measuring cups if snacks need portioning or preparation on site.
Check the power plan at least one day before the open afternoon. Count coffee machines, kettles and speakers, then bring enough extension cords and power strips without overloading a single outlet.

Frequently asked questions

How many cups and glasses do I need for an open afternoon?: Plan one coffee cup and one glass per expected visitor, then add 10% spare. For 50 visitors, prepare at least 55 cups and 55 glasses, with extra cups available at the coffee and tea station.
How much food should I buy for an open afternoon?: For a two-hour afternoon, allow about 4 to 6 small snack portions per visitor. For 50 visitors, that means roughly 200 to 300 portions, with more needed if the event overlaps lunch or dinner.
How many chairs and tables are needed for an open afternoon?: Provide seating for around 60% of the expected visitors at one time, unless guests will stay for a formal presentation. For 50 visitors, start with about 30 chairs and enough tables for the buffet, reception desk and coffee station.
When should I buy and chill drinks for an open afternoon?: Order groceries at least 3 to 5 days beforehand and collect them no later than the day before. Chill drinks overnight, keeping a second batch ready to refill coolers during the afternoon.

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