What to buy for an open day

An open day needs more than drinks and snacks. You’ll need practical supplies for registration, tours, activity stations, refreshments and clear wayfinding. Plan for the number of visitors expected, then add a small buffer for cups, plates, food and printed information. Check power access and weather before buying or collecting larger items such as tents, tables and outdoor seating.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Beer tablesqty 4
Information desk
Waste binsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 40
Coffee cupsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 4
Serving plattersqty 10
Scissorsqty 4

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable walkie-talkiesqty 4
Laptop
Printer

Decorations

Buntingqty 8
Balloonsqty 100
Directional signsqty 10
Information bannersqty 4

Lighting

String lightsqty 4
LED lampsqty 6

Sports equipment

Footballsqty 4
Conesqty 20
Ropesqty 10
Wooden polesqty 12
Craft tablesqty 2
Craft supplies

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Washing-up tubsqty 3
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea selection - 2 boxes
- Sugar - 1 kilogram
- Milk - 8 liters
- Oat milk - 4 liters
- Cocoa powder - 500 gram
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Sparkling water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 4 crates
- Non-alcoholic lager - 2 crates
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Salsa dip - 4 jars
- Cucumbers - 8 pieces
- Carrots - 3 kilogram
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Baguettes - 12 pieces
- Mini bake-off rolls - 100 pieces
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 1 kilogram
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 2 bottles
- Mustard - 1 jar
- Vegetarian burgers - 30 pieces
- Hamburger buns - 60 pieces
- Hamburgers - 60 pieces
- Lettuce - 6 heads
- Tomatoes - 3 kilograms
- Onions - 2 kilograms
- Pickles - 2 jars
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Toilet paper - 24 rolls
- Hand gel - 4 bottles
- Coffee filters - 2 packs
- Charcoal - 2 bags
- Firelighters - 2 boxes
- Matches - 2 boxes

Tips

Plan roughly two to three drinks per visitor for the first hour, then one drink per person for each additional hour. Include water as well as chilled soft drinks and allow extra capacity if visitors may stay for tours or activities.
For refreshments, count one snack portion per visitor plus 10% extra. Buy dietary alternatives separately and label them before the catering table opens, rather than trying to identify them during the rush.
Prepare at least one registration pack for every expected visitor group, with printed information and a clear sign for the desk. Keep a spare stack of 20% of the planned handouts so late arrivals do not leave empty-handed.
Match activity supplies to the number of stations and expected users. Check every station at least one day beforehand, and charge or test the laptop, microphone, speakers and walkie-talkies before setup begins.
Do not leave directional signs, extension cords or power strips until the morning of the event. Print signs at least one day ahead and check that every powered station has a safe cable route away from walkways.

Frequently asked questions

What food and drinks do I need for an open day?: Allow two to three drinks per visitor for the first hour, followed by one per visitor per additional hour. Plan one snack portion per person plus 10% extra, and provide clearly labelled options for collected dietary requirements.
How many cups and plates should I buy for an open day?: Start with one reusable cup and one plate per expected visitor, then add 20% extra for replacements and visitors using more than one item. For coffee service, plan one coffee cup per likely coffee drinker and add another 10%.
When should I prepare the open day shopping list?: Make the first list at least two weeks before the open day, when you can still arrange tents, tables, chairs and equipment. Complete the food and drink order three to five days beforehand, then check quantities again after registrations close.
What equipment is easy to forget for an open day?: The commonly missed items are extension cords, power strips, chargers, directional signs, waste bins and serving utensils. Check these at least one day before setup, and test the microphone, speakers and laptop before visitors arrive.

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