Open Day Shopping List

An open day needs more than refreshments and a welcome table. You’ll need clear signs, seating, serving equipment and reliable power for registration, information stands and guided tours. Use your guest registrations to estimate quantities, then add a small buffer for walk-ins and damaged or missing items. Plan deliveries and shopping early, especially for tables, chairs, microphones and other equipment that may need to be collected or tested before the doors open.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Party tentsqty 2
Reception desk
Stoolsqty 12
Bollardsqty 8

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Notice boardsqty 6

Decorations

Buntingqty 8
Balloon bundlesqty 10
Tableclothsqty 12
Welcome sign
Directional signsqty 12

Lighting

LED light stringsqty 6
LED lampsqty 8

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8

Cleaning

Mopsqty 4
Bucketsqty 4
Waste binsqty 8

Catering

Name stickersqty 150
Pensqty 20
Clipboardsqty 6
Information leafletsqty 250
Program cardsqty 180
Wristbandsqty 180
Groceries
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 8 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salty sticks - 4 bags
- Mixed nuts - 3 bags
- Olives - 4 jars
- Cheese cubes - 4 kilograms
- Cucumber - 8 pieces
- Cherry tomatoes - 6 tubs
- Grapes - 6 kilograms
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Mini wraps - 12 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegetarian snacks - 6 boxes
- Mini sausages - 6 packs
- Puff pastry snacks - 8 boxes
- Cookies - 8 packs
- Brownies - 6 boxes
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Trash bags - 50 pieces

Tips

Plan seating for around 60–70% of your expected visitors at one time if people will move between information stands and guided tours. Count extra chairs for the reception team, guides and anyone waiting for a tour.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks in coolers before opening and keep a separate supply of reusable cups available at the reception area.
Prepare one coffee cup, plate and cutlery set per expected guest, plus at least 10% extra. Tea and coffee equipment is often forgotten when snacks are ordered, so check kettles, coffee machines and thermos flasks before shopping.
Print the program, welcome sign and directional signs at least one day before the open day. Bring spare copies and place signs at the entrance, reception desk, information stands and every point where guided tour routes change direction.
Check extension cords, power strips, speakers and wireless microphones at least two hours before opening. Keep cables away from visitor routes and test the sound from the back of the busiest expected area, not only beside the equipment.

Frequently asked questions

What do I need for an open day?: Plan for a reception desk, tables, chairs, signs, information stands, reusable cups, coffee and tea equipment, snacks and cleaning or serving items. Add microphones, speakers, extension cords and power strips if you have announcements or guided tours. Confirm quantities from registrations at least 3–5 days before the event.
How much food and drink do I need for an open day?: Allow two to three drinks per visitor during the first hour and one more per person for each later hour. Buy snacks for every registered guest plus 10% extra, and add more if walk-ins are likely. Check dietary requirements no later than 3 days beforehand.
How many chairs and tables are needed for an open day?: Provide seats for roughly 60–70% of the maximum number of visitors expected at one time, unless a presentation requires everyone to sit. Add separate tables for reception, information stands and refreshments. Confirm the final layout at least one day before opening.
When should I prepare an open day shopping list?: Make the first list 2–3 weeks before the open day, when you can still arrange furniture, tents and technical equipment. Recheck stock 3–5 days beforehand, complete food and drink shopping 1 day before, and chill drinks before the doors open.

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