Open Day at the Station: Shopping List

An open day at a station needs more than coffee and printed invitations. Visitors must be able to find the reception desk, wait comfortably, follow guided tour routes and hear presentations clearly. This shopping list covers the practical items for registration, catering, signage, seating, access control and basic event equipment. Check quantities against your expected visitor numbers, tour groups and volunteer shifts before you shop.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Reception desk
High tablesqty 8
Clothes racksqty 2
Bollardsqty 12
Barrier tapeqty 6
Umbrella binsqty 3

Tableware

Reusable glassesqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Coffee spoonsqty 100
Serving traysqty 12

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12
Flower arrangementsqty 8
Photo backdrop
Photo propsqty 20

Equipment

Laptopqty 2
Projectorqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Coolersqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Cool jugsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving plattersqty 16
Pliersqty 8
Coolersqty 4
Towelsqty 12

Lighting

LED lampsqty 12
Mood lightingqty 6
Batteriesqty 24

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 6
Safety vestsqty 12
Walkie-talkiesqty 8
Hearing protectionqty 20

Information

Information boardsqty 12
Program flyersqty 500
Name badgesqty 80
Badge holdersqty 80
Pensqty 30
Clipboardsqty 10
Directional signsqty 20
Markersqty 20
Name stickersqty 200

Children's activities

Coloring pagesqty 200
Colored pencilsqty 40
Markersqty 40
Puzzlesqty 6
Play matsqty 4

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Waste sorting binsqty 4

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Lemonade - 6 bottles
- Spa Blue - 12 crates
- Spa Red - 6 crates
- Apple juice - 8 liters
- Orange juice - 8 liters
- Alcohol-free beer - 4 crates
- Beer - 8 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Ice cubes - 20 kilograms
- Mini ice pops - 200 pieces
- Baguettes - 25 pieces
- Mini rolls - 150 pieces
- Whole grain bread - 8 loaves
- Croissants - 100 pieces
- Currant buns - 80 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Jam - 4 jars
- Peanut butter - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumbers - 3 kilograms
- Tomatoes - 3 kilograms
- Lettuce - 10 heads
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Grapes - 5 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Mandarins - 5 kilograms
- Yogurt - 6 kilogram
- Muesli - 2 kilograms
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Bar snacks - 5 kilogram
- Olives - 3 kilograms
- Pickles - 3 jars
- Cheese sticks - 5 kilos
- Mini meatballs - 6 kilograms
- Vegetarian snacks - 5 kilograms
- Puff pastry snacks - 300 pieces
- Mini pizzas - 250 pieces
- Cookies - 8 packs
- Brownies - 150 pieces
- Muffins - 150 pieces
- Apple pie - 6 pieces
- Whipped cream - 12 cans
- Allergen stickers - 2 sheets
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Wooden cocktail sticks - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 10 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Rubber gloves - 12 pairs

Tips

Plan seating for the busiest arrival period, not the average flow. Count folding chairs for visitors who may need to wait, plus tables and a reception desk for registration and information.
Allow at least one reusable glass, coffee cup, plate and cutlery set per planned catering guest, then add 10% if washing or replacement during the day will be difficult. Keep serving spoons, coffee spoons and trays separate from guest tableware.
Do not leave route control until setup. Bring bollards and barrier tape for restricted areas, and place umbrella bins by the entrance if rain could make the station floor slippery.
Check every presentation item before visitors arrive: laptop, projector, projection screens, speakers, microphones, microphone stands, extension cords and power strips. Pack at least one spare extension cord and power strip.
Prepare visitor-facing materials before the final setup window. Print information and name badges, and make sure tablecloths, signage, bunting and other decorations are ready before the reception desk opens.

Frequently asked questions

What do I need for an open day at a station?: You need reception and seating furniture, catering tableware, visitor information and name badges, route-control items, signage and presentation equipment. The core equipment includes a laptop, projector, screen, speakers, microphones, extension cords and power strips.
How many chairs do I need for a station open day?: Start with one chair for each person expected to wait or attend a presentation at the busiest time, not one chair for every registered visitor. Add roughly 10% extra if the venue has space, because guided tours and registration rarely run at exactly the same pace.
How much tableware should I buy for an open day?: Provide one reusable glass, coffee cup, plate and cutlery set per planned catering guest. Add 10% extra, and count serving spoons, coffee spoons and serving trays separately because they are easy to overlook when ordering guest tableware.
When should I check the station open day equipment?: Test the laptop, projector, screens, speakers and microphones at least one day before the event, then do a short sound and projection check during setup. Confirm power strips and extension cords at the same time so missing connections are found before visitors arrive.

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