What you need for an open day at the municipal depot

An open day at a municipal depot needs more than coffee and folding tables. Visitors move through working areas, so your shopping list must cover reception, clear routes, demonstrations and basic site safety. Plan equipment for both the public and the volunteers guiding them, including radios, lighting and protective gear. Check deliveries and power requirements at least one week before the event, especially for refrigeration, sound equipment and catering.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Reception desk
High tablesqty 6
Waste binsqty 8
Coat racksqty 2

Equipment

Refrigeratorsqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 8
Rechargeable walkie-talkiesqty 6
Laptopsqty 2
Cash register terminal
Portable lightingqty 6

Safety

Barrier fencingqty 20
Traffic conesqty 20
Barrier tapeqty 6
Warning signsqty 12
Safety helmetsqty 20
Safety vestsqty 25
Safety gogglesqty 20
Hearing protectionqty 20
First aid kitsqty 2
Flashlightsqty 6
Fire extinguishersqty 4

Presentation

Information boardsqty 12
Display standsqty 8
Floor plansqty 150
Program leafletsqty 150
Name badgesqty 40
Badge holdersqty 40
Clipboardsqty 8
Pensqty 30
Notepadsqty 10

Decorations

Buntingqty 8
Municipal flagsqty 4
Tableclothsqty 12
Balloon archesqty 2

Tableware

Reusable cupsqty 150
Reusable coffee cupsqty 100
Reusable platesqty 100
Reusable cutleryqty 120
Serving traysqty 8

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Ice packsqty 20

Cleaning

Broom setsqty 4
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20
Hand soap dispensersqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Apples - 100 pieces
- Bananas - 60 pieces
- Grapes - 6 kilograms
- Mini ice pops - 150 pieces
- Mini muffins - 150 pieces
- Butter cookies - 8 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 6 bags
- Peanut butter - 2 jars
- Hummus - 6 tubs
- Cucumber - 10 pieces
- Carrots - 4 kilograms
- Herb cream cheese - 6 tubs
- Gluten-free crackers - 4 packs
- Vegan toppings - 6 packages
- Whole wheat bread - 12 loaves
- White rolls - 150 pieces
- Mini currant buns - 100 pieces
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Napkins - 500 pieces
- Wooden stirrers - 300 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Hand gel - 6 bottles
- Sponges - 10 pieces
- Rubber gloves - 10 pairs
- Trash bags - 100 pieces

Tips

Provide one reception desk, a registration setup and enough name badges for every expected visitor plus 10% extra. Keep printed maps and dietary information at the desk so volunteers can answer questions quickly.
For the visitor route, buy or collect barrier fencing, traffic cones, barrier tape and warning signs before the final site check. Use visible signs at every turn and around any machinery that visitors must not approach.
Allow at least one safety vest per volunteer and enough helmets, safety glasses and hearing protection for the largest demonstration group at one time. Keep first aid kits and torches in clearly marked, accessible places.
Check how many electrical outlets each area has before bringing coffee machines, kettles, refrigerators, coolers, microphones and mobile lighting. Add extension cords and power strips only after confirming cable routes will not cross visitor walkways.
Order catering only after registrations and dietary requirements are processed. Keep cold drinks and perishable food refrigerated, and turn on coolers and refrigerators several hours before visitors arrive rather than at opening time.

Frequently asked questions

What do I need for an open day at a municipal depot?: You need reception furniture, tables and chairs, catering and refrigeration equipment, signage, route barriers, communication equipment and protective gear. The final list should also include first aid kits, lighting, power supplies and waste bins.
How many safety helmets and vests should I buy for a depot open day?: Provide one set for every person entering a demonstration or restricted work area at the same time, plus at least 10% spare equipment. Count volunteers, staff and visitors separately so a late group does not run short.
When should I order catering for a municipal depot open day?: Confirm registrations and dietary requirements before placing the final catering order, ideally 7 to 10 days before the event. Recheck the headcount 48 hours before delivery and keep a small buffer for walk-in visitors.
How early should I prepare the site equipment?: Complete the route, safety and power check at least one day before the open day. Turn on refrigerators and coolers several hours before opening, and test microphones, radios and mobile lighting before volunteers arrive.

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