What you need for an open company day

An open company day needs more than coffee and name badges. Visitors move through several spaces, stop at demonstrations, join guided tours and gather for refreshments, so your shopping list must support the full route. Use this plan to prepare the reception desk, buffet, coffee station, seating and presentation areas without last-minute trips to the store. Check quantities against your registrations, dietary requirements and program before buying chilled products or printing visitor materials.

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What to bring

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

Furniture

Reception tableqty 2
Buffet tablesqty 6
Bistro tablesqty 12
Chairsqty 100
Stoolsqty 20
Clothes racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 150
Wine glassesqty 100
Platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving boardsqty 12
Small bowlsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 12
Serving spoonsqty 8
Ice packsqty 20

Equipment

Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
HDMI cablesqty 4
Extension cordsqty 8
Extension cordsqty 8
Wireless microphonesqty 2
Portable speakersqty 2
Power banksqty 4

Decorations

Welcome signsqty 3
Directional signsqty 12
Table runnersqty 12
Flower arrangementsqty 10
Company flagsqty 4
Name badgesqty 120
Badge holdersqty 120
Pensqty 30

Lighting

LED string lightsqty 6
LED spotlightsqty 8

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Microfiber clothsqty 20

Catering

Groceries
- Coffee beans - 3 kilograms
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Alcohol-free white wine - 6 bottles
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Mini rolls - 160 pieces
- Whole grain bread - 8 loaves
- Wraps - 100 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 3 kilograms
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Grilled chicken breast - 4 kilograms
- Smoked salmon - 2 kilogram
- Hummus - 3 kilograms
- Avocado spread - 2 kilogram
- Arugula - 1 kilogram
- Mixed salad - 3 kilograms
- Cucumbers - 4 kilogram
- Cherry tomatoes - 4 kilograms
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Grapes - 5 kilograms
- Apples - 6 kilogram
- Bananas - 5 kilograms
- Melons - 4 pieces
- Strawberries - 3 kilograms
- Mixed nuts - 3 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted pretzels - 8 bags
- Olives - 3 kilograms
- Mixed bar snacks - 3 kilograms
- Sun-dried tomatoes - 1 kilogram
- Pesto - 1 kilogram
- Mayonnaise - 2 kilograms
- Ketchup - 2 kilograms
- Mustard - 1 kilogram
- Balsamic dressing - 2 liters
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 150 gram
- Spice mix - 250 grams
- Cookies - 10 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles

Tips

Plan tableware for every registered visitor plus roughly 10% extra. Include plates, dessert plates, cups, glasses, wine glasses and cutlery sets so a busy buffet does not depend on constant washing.
For the coffee station, prepare at least one cup per visitor for each expected coffee round, then add 10% spare cups. Use coffee machines, kettles and thermos flasks so service can continue during tours and presentations.
Keep chilled drinks and perishable catering items cold until setup. Move them into coolers with ice packs shortly before doors open, rather than storing everything at room temperature while the reception desk is being arranged.
Prepare one visible set of presentation connections for each demo or speaking area: laptop, projector, screen, HDMI cable and extension cord. Test every setup at least 60 minutes before the first visitor arrives.
Place waste bins near the buffet, coffee station and registration area, not only at the exit. Set out serving boards, small bowls, serving tongs and serving spoons before food arrives so the buffet can open immediately.

Frequently asked questions

How many plates and cups do I need for an open company day?: Start with one set per registered visitor and add 10% spare. For 80 visitors, that means at least 88 plates, cups and cutlery sets, with extra dessert plates if dessert is served separately.
How much coffee should I buy for an open company day?: Allow two coffee servings per visitor for a half-day program, plus 10% spare. For 80 visitors, plan for about 176 servings and enough milk, sugar and cups to match.
When should I chill drinks for an open company day?: Chill drinks at least 4 hours before visitors arrive if you are using a refrigerator. If you use coolers and ice packs, load them 60 to 90 minutes before opening and keep them closed until service.
How many presentation cables and extension cords are needed?: Prepare one HDMI cable and one extension cord for every active presentation or demo station, plus one spare of each. Test the complete setup at least 60 minutes before the program starts.

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