What to Buy for an Open Art Day

An Open Art Day needs more than artwork and tables. Visitors may move between exhibitions, workshops and demonstrations, so prepare clear signs, labelled displays, refreshments and practical visitor equipment. Buy or gather serving items before the final setup day, and check that every workshop has its materials ready. This list covers the supplies that are easy to overlook, from name badges and program stands to coat racks, waste bins and safe display hardware.

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What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 80
Reception desk
Stoolsqty 12
Display cubesqty 8
Coat racksqty 2
Waste binsqty 6
Table linenqty 10

Decorations

Display panelsqty 12
Easelsqty 10
Wall hooksqty 40
Picture hanging wiresqty 20
Exhibition labelsqty 40
Welcome sign
Program standsqty 4
Flagsqty 3
Flower arrangementsqty 4
Name badgesqty 50

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving boardsqty 6
Small bowlsqty 12
Carafesqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Glue gunsqty 6
Cutting matsqty 10
Apronsqty 20
Work glovesqty 10
Platform trolleysqty 2

Kitchen

Measuring cupsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Food containersqty 12

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 8
Batteriesqty 24

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 4
Cleaning spraysqty 4
Microfiber clothsqty 20
Toilet brushesqty 2

Catering

Groceries
- Coffee beans - 3 bags
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 10 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 3 cases
- White beer - 2 crates
- Rosé wine - 6 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Apples - 5 kilo
- Bananas - 3 kilos
- Grapes - 3 kilos
- Mandarins - 3 kilo
- Cherry tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Celery - 4 heads
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Goat cheese - 750 grams
- Vegan cheese - 750 grams
- Chicken breast topping - 1 kilo
- Egg salad - 1 kilo
- Whole grain bread - 8 loaves
- White baguette - 10 pieces
- Gluten-free bread - 3 loaves
- Rye bread - 3 packs
- Mini bake-off rolls - 8 bags
- Butter - 1 kilo
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Pesto - 6 jars
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Mixed nuts - 2 kilos
- Rice cakes - 4 packs
- Olives - 2 kilos
- Pickles - 2 jars
- Herb cheese crackers - 6 packs
- Mini muffins - 100 pieces
- Apple pie - 4 pieces
- Vegan brownies - 60 pieces
- Whipped cream - 4 cans
- Cookies - 8 packs
- Napkins - 500 pieces
- Paper cups - 150 pieces
- Wooden stirrers - 200 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 4 rolls
- Hand soap - 6 dispensers
- Hand gel - 4 bottles

Tips

Plan refreshments for the expected visitor count, then add about 10% extra cups, glasses, plates and cutlery. Drinks can run out before food does, especially during the opening hour.
Match display hardware to the artwork before installation day. Check that you have enough wall hooks, hanging wires, easels, display panels and cubes for the number and size of pieces.
Prepare one clearly marked supply set for each workshop. Include the tools and materials needed by the registered group, plus a small reserve for damaged or spilled items.
Set aside at least one reception area kit: a desk, name badges, program stands, the printed program and a welcome sign. Visitors should be able to find registration and the day’s schedule within a few seconds.
Buy or collect waste bins, coat racks and table linen before the venue opens. These practical items are often forgotten until guests arrive, when moving them through a busy exhibition space is difficult.

Frequently asked questions

What do I need to buy for an Open Art Day?: Plan for refreshments, tableware, workshop materials, display equipment, signs, labels and visitor facilities. For the final check, allow at least 2–3 days before the event so missing items can still be sourced.
How many cups and glasses do I need for an Open Art Day?: Allow roughly 2–3 drinking vessels per visitor if refreshments are served throughout the day, then add 10% extra. Reusable cups and glasses need enough turnover time for washing between uses.
How early should I prepare the Open Art Day display supplies?: Check panels, easels, hooks, hanging wires and display cubes at least one week beforehand. Confirm the quantities against the artwork inventory and dimensions before packing the pieces.
What should be ready at the reception desk?: Have the welcome sign, program stands, printed programs, name badges and registration information ready before doors open. Set up the desk at least 30 minutes before the first visitors arrive.

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