What you need for an open day at a care facility

An open day at a care facility needs more than coffee and leaflets. Visitors must be welcomed, registered, guided through the building and able to find information without asking at every turn. This shopping list covers the practical supplies for reception, information stands, guided tours, catering and presentations. Check quantities against your registration list, then add a small reserve for walk-ins, dietary meals and equipment that fails on the day.

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What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 110
Bar stoolsqty 8
Reception desk
Tableclothsqty 12
Waste binsqty 8

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 8
Serving spoonsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Laptopsqty 3
Screensqty 3
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 2
Walkie-talkiesqty 6
Laminator
Extension cordsqty 2

Decorations

Balloonsqty 100
Balloon standsqty 4
Buntingqty 6
Table floral arrangementsqty 12
Information bannersqty 6
Name badgesqty 20
Photo framesqty 10
Adhesive stripsqty 4

Catering

Thermos flasksqty 8
Drink dispensersqty 4
Cooler cratesqty 6
Serving traysqty 8
Coffee filtersqty 200
Sugar sticksqty 200
Stirrersqty 200
Groceries
- Coffee - 6 packs
- Tea assortment - 4 boxes
- Decaf coffee - 1 pack
- Hot chocolate - 2 packs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Multi-fruit juice - 6 packs
- Lemonade syrup - 2 bottles
- Ice cubes - 10 bags
- Mini ice pops - 100 pieces
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Gluten-free bread - 2 loaves
- Butter - 1 kilo
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Hummus - 1.5 kilos
- Chicken breast topping - 1 kilo
- Vegetarian Spread - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 100 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Lemon cake - 4 pieces
- Apple pie - 4 pieces
- Brownies - 100 pieces
- Butter cookies - 6 packs
- Mini muffins - 100 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Student mix - 3 kilos
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Paper napkins - 500 pieces
- Paper coffee cups - 150 pieces
- Wooden stirrers - 250 pieces
- Cocktail sticks - 2 boxes
- Baking paper - 2 rolls
- Food storage bags - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Trash bags - 3 rolls
- Organic waste bags - 1 roll
- Paper table runners - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 8 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 8 packs
- Glass cleaner - 2 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- Sponges - 12 pieces
- Paper towels - 12 packs
- Nitrile gloves - 4 boxes
- Bandages - 2 boxes
- Tissues - 12 packs
- Chewing gum - 4 packs
- Coins - 4 bags
- Chocolate bars - 100 pieces
- Mini raisin rolls - 100 pieces
- Mini croissants - 100 pieces
- Diet labels - 100 pieces

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Measuring cupsqty 3
Kitchen glovesqty 4
Food storage containersqty 12
Aluminum foilqty 2
Cling filmqty 2
Diet stickersqty 100

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Microfiber clothsqty 20
Hand broomsqty 3
Dustpan and brushqty 3
Hand spray bottlesqty 6
Rubber glovesqty 12

Lighting

LED light stringsqty 6
LED lampsqty 10
Night lightsqty 4

Paperwork

Leafletsqty 300
Program flyersqty 150
Registration formsqty 150
Evaluation formsqty 150
Pensqty 40
Clipboardsqty 12
Name stickersqty 150
A4 paperqty 2
Flipchart padsqty 4
Markersqty 24
Tapeqty 8
Scissor setsqty 4
Directional signsqty 30
Presentation foldersqty 20

Safety

First aid kitsqty 2
Flashlightsqty 4
Warning signsqty 6
Cable matsqty 8
Sanitizer stationsqty 4

Activities

Puzzlesqty 6
Coloring pagesqty 150
Colored pencil setsqty 12
Memory gamesqty 4
Soft ballsqty 6
Activity materialsqty 4

Tips

Plan seating and tables for the busiest tour or presentation period, not just the expected arrival flow. Keep the reception desk, information stands and catering area separate so queues do not block entrances.
Prepare one clearly labelled set of name stickers, forms and printed registration lists for reception. Print extra copies rather than relying on a single laptop or printer on the day.
Set aside separate serving items for dietary meals and mark those meals before catering is delivered. Chill drinks in advance and allow time to set up coffee and tea before the first visitors arrive.
Check every screen, projector, microphone, laptop and power connection at least 24 hours before opening. Bring extension cords, power strips and spare communication equipment for guides and hosts.
Make route signs large enough to read from several metres away and place them at every change of direction. Use a laminator or protective covering if signs may be handled, moved or exposed to damp weather.

Frequently asked questions

What food and drink do I need for a care facility open day?: Base the order on confirmed registrations, then add around 10% for walk-ins and staff. Separate dietary meals before serving, and prepare the coffee and tea station at least 30 minutes before doors open.
How many name stickers and registration forms should I buy?: Prepare one name sticker and one registration form per registered visitor, plus at least 10% extra. Keep the printed registration list at reception and prepare a separate supply for late registrations.
When should I check the technology for the open day?: Test laptops, screens, projectors, microphones and power connections at least 24 hours beforehand. Test them again 30 minutes before opening, including the presentation and any equipment used during guided tours.
What signage is needed for an open day at a care facility?: Prepare route signs for every turn, plus clear signs for reception, information stands, toilets and tour meeting points. Put the signs up at least 60 minutes before visitors arrive so guides can check the full route.

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