What you need for an open afternoon

An open afternoon needs more than coffee and a few snacks. Visitors arrive at different times, so set up a clear reception point, enough cups and glasses, and food that can be served without constant kitchen work. Use registration numbers to estimate quantities, then add a small buffer for walk-ins. Keep dietary products separate and labelled before guests arrive, and check practical items such as extension cords, coat racks and cleaning supplies before shopping.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Reception desk
Coat racksqty 2

Tableware

Coffee mugsqty 70
Drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Coolersqty 3

Decorations

Tableclothsqty 8
Flower arrangementsqty 8
Buntingqty 6
Name badgesqty 60
Clipboardsqty 4

Equipment

Portable speaker
Microphone
Extension cordsqty 3

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop and bucketqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Berry juice - 2 bottles
- Beer - 24 bottles
- Alcohol-free beer - 12 bottles
- White wine - 4 bottles
- Red wine - 3 bottles
- Crackers - 6 packs
- Whole grain baguettes - 6 pieces
- Butter - 3 packs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Liver pâté - 4 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mini butter cookies - 5 packs
- Ladyfingers - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 3 bags
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Ketchup - 1 bottle
- Napkins - 200 pieces
- Coffee filters - 2 boxes
- Stir sticks - 200 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls

Tips

Plan around two drinks per visitor for a two-hour afternoon, then add 10% for late arrivals and unexpected guests. Include coffee, tea, water and chilled drinks rather than relying on one option.
For snacks, allow 4–6 small portions per visitor. Buy extra plates, serving tongs and platters so replenishing food does not stop the reception table.
Provide one mug or glass per expected visitor, plus at least 10% spare. A shortfall becomes noticeable quickly when guests arrive in waves and used tableware is not washed immediately.
Keep dietary products in separate, clearly marked containers from the start. Set aside at least one serving utensil for each restricted option to avoid accidental mixing.
Do not leave setup supplies until the last shopping trip: check for name badges, clipboards, extension cords, rubbish bags and cleaning materials at least one day beforehand.

Frequently asked questions

How much food do I need for an open afternoon?: Allow 4–6 small snack portions per visitor for a typical two-hour open afternoon. Add about 10% extra if registration numbers are uncertain or walk-ins are likely.
How many cups and glasses should I buy for an open afternoon?: Prepare one mug and one drinking glass per expected visitor, then add 10% spare. For 40 visitors, that means at least 44 mugs and 44 glasses if you cannot wash them during the event.
How much coffee and tea do I need for an open afternoon?: Allow two hot drinks per visitor over two hours. For 40 visitors, plan for roughly 80 servings, with extra coffee, tea, milk and sugar available at the station.
When should I buy and chill drinks for an open afternoon?: Buy groceries and drinks at least one day before the event where possible. Chill bottled and canned drinks overnight, and check the coffee, tea and dietary supplies again on the morning of the open afternoon.

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