What you need for a care facility open day

A care facility open day needs more than coffee and leaflets. Visitors may arrive in groups, wait at reception, join a guided tour and stay for refreshments, so plan supplies around the schedule and expected attendance. This shopping list covers serving equipment, drinks, snacks, visitor information and basic room setup. Check dietary and accessibility requirements before buying, and keep chilled catering refrigerated until it is needed.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Reception desk
Stoolsqty 6
Coat racksqty 2
Waste binsqty 6

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8
Coffee spoonsqty 60

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Kitchen scalesqty 8
Serving utensilsqty 12
Induction hobsqty 2

Equipment

Kettlesqty 3
Coffee machinesqty 2
Refrigeratorsqty 2
Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen

Decorations

Balloonsqty 80
Buntingqty 8
Tableclothsqty 10
Flower arrangementsqty 8
Vasesqty 8
Photo framesqty 6
Name badgesqty 70
Poster puttyqty 4

Lighting

LED light stringsqty 6
Table lampsqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chocolate milk - 4 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Sparkling water - 6 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 8 pieces
- Apples - 30 pieces
- Bananas - 25 pieces
- Grapes - 3 kilos
- Mandarins - 25 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Bell pepper strips - 2 kilo
- Hummus - 6 tubs
- Yogurt dip - 4 tubs
- Herb cream cheese - 5 tubs
- Young matured cheese - 2 kilos
- Chicken breast topping - 1 kilo
- Plain hummus - 4 tubs
- Whole grain bread - 8 loaves
- White baguettes - 8 pieces
- Whole wheat wraps - 40 pieces
- Mini rolls - 60 pieces
- Butter - 4 packs
- Jam - 3 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snacks - 4 bags
- Rice cakes - 4 packs
- Wholegrain crackers - 4 packs
- Muesli bars - 50 pieces
- Mini cookies - 6 packs
- Allergy-free cookies - 3 packs
- Vanilla cake - 4 cakes
- Gluten-free cake - 2 cakes
- Whipped cream - 4 cans
- Olives - 4 jars
- Pickles - 3 jars
- Herbs - 4 pots
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 250 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Trash bags - 3 rolls
- Freezer bags - 2 boxes
- Paper cups - 100 pieces
- Wooden stirrers - 100 pieces
- Bamboo skewers - 200 pieces
- Labels - 2 sheets
- Colored pencils - 4 boxes
- Felt-tip pens - 4 boxes
- A4 paper - 2 packs
- Coloring pages - 80 pieces
- Puzzles - 6 pieces
- Bingo forms - 80 pieces
- Bingo cards - 2 boxes
- Pens - 30 pieces
- Pencils - 30 pieces
- Coloring books - 10 pieces
- Coffee filters - 2 packs
- Ice cubes - 8 bags

Tips

Plan around your registered visitor count, then add 10% for walk-ins and extra portions. This is especially useful for drinks, snacks, cups, plates and printed maps.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Provide both water and hot drinks, using jugs, thermos flasks, kettles or coffee machines as needed.
Buy snacks with dietary requirements separated and clearly marked. Keep chilled items in refrigerators or coolers until serving, and use separate serving utensils where products must not be mixed.
Prepare one information leaflet and one map per expected visitor, plus at least 10 extra copies at reception. Name badges, pens and a reception desk help staff identify visitors quickly.
Check the building before shopping for equipment that needs power. Count sockets for coffee machines, kettles, speakers and microphones, then bring enough extension cords and power strips without creating trip hazards.

Frequently asked questions

How much food and drink do I need for a care facility open day?: Use the confirmed registration number as your base and add 10% for walk-ins. For drinks, allow two to three per person during the first hour, followed by one per person for every extra hour; buy snacks for at least one portion per visitor.
How many leaflets and maps should I print for an open day?: Print one leaflet and one map for every registered visitor, then add 10% extra. For 80 visitors, that means 88 copies of each, with the spare copies kept at reception.
When should I buy and chill refreshments for the open day?: Buy non-perishable items several days ahead and purchase fresh or chilled food no later than the day before. Chill drinks and store catering in a refrigerator before the event, rather than leaving it at room temperature during setup.
What serving equipment is needed for a care facility open day?: For each visitor, provide a cup or glass and a plate, then add 10% spare tableware. Also prepare serving platters, tongs, utensils, coffee spoons, water jugs and enough bins for the reception and refreshment areas.

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