Open day shopping list

An open day needs more than coffee and a few chairs. You need a clear reception point, refreshments for visitors, equipment for presentations and activities, and enough serving items to keep queues moving. This shopping list helps you check what must be bought, borrowed or brought in before the venue opens. Use your registration numbers to adjust food, drinks and printed materials, and confirm deliveries before the final setup day.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Reception desk
Folding chairsqty 10
Coat racksqty 3
Waste binsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pouring jugsqty 8
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Extension cordsqty 6
Power stripsqty 8
Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Camera
Flip chartsqty 3
Flipchart markersqty 12
Whiteboardsqty 3
Whiteboard markersqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Serving utensilsqty 12
Cooling matsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12
Flower arrangementsqty 6
Photo backdrop
Tapeqty 6
Cable tiesqty 100
Scissorsqty 6
Poster puttyqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Hand soap dispensersqty 4
Toilet brushesqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea bags - 250 pieces
- Cocoa powder - 2 packs
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 3 cases
- Beer - 5 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Salted peanuts - 4 bags
- Cocktail nuts - 4 bags
- Salted breadsticks - 6 bags
- Mini cheese cubes - 3 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Butter - 1 kilogram
- Baguettes - 20 pieces
- Crackers - 12 packs
- Wraps - 8 packs
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilogram
- Grapes - 5 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Mini muffins - 150 pieces
- Butter cookies - 8 packs
- Brownies - 100 pieces
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan toppings - 6 tubs
- Vegan wraps - 3 packs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Ice cubes - 20 kilograms
- Name stickers - 150 pieces
- Ballpoint pens - 30 pieces
- Notepads - 20 pcs
- Envelopes - 150 pieces
- Wristbands - 150 pieces
- Program flyers - 200 pieces
- Membership forms - 100 pieces
- Pens for activities - 100 pieces
- Pencils - 100 pieces
- Colored pencils - 20 boxes
- Drawing paper - 500 sheets
- Colored paper - 300 sheets
- Glue sticks - 30 pieces
- Acrylic paint - 20 bottles
- Brushes - 50 pieces
- Clay - 10 kilogram
- Wooden skewers - 500 pieces

Tips

Plan drinks for the first hour at around 2–3 servings per visitor, then add extra water and coffee for longer visits. Check dietary requirements before buying food rather than trying to adjust the menu on the day.
Prepare the reception area with a desk, attendance list, name badges, pens and a visible schedule. Print at least 10% more badges and route sheets than the number of registered visitors.
Match equipment to each activity before shopping. Test laptops, the projector, screen, speakers and microphone at least one day before the open day, and bring extension cords and power strips for the actual room layout.
Keep chilled groceries refrigerated until setup and use coolers or cooling mats where food will be displayed. Put serving platters, pouring jugs, reusable cups, coffee cups, plates and cutlery together so volunteers do not have to search during busy periods.
Count practical venue items as well as presentation equipment: provide waste bins, coat racks, tables and enough chairs for each activity space. Keep a small reserve of folding chairs for visitors who arrive without registering.

Frequently asked questions

What do I need to buy for an open day?: Plan for refreshments, cups, plates, cutlery, serving items, name badges, printed schedules and cleaning or waste supplies. You may also need equipment such as laptops, a projector, speakers, a microphone, extension cords and power strips, depending on the activities.
How much food and drink do I need for an open day?: Use your registration total as the starting point and allow 2–3 drinks per visitor for the first hour. Add extra water and coffee for a longer programme, then increase food quantities for dietary requirements and unregistered visitors.
When should I buy supplies for an open day?: Buy shelf-stable goods and check equipment several days in advance. Buy chilled food close enough to the event to keep it fresh, store it refrigerated, and confirm all deliveries no later than the day before setup.
How many chairs do I need for an open day?: Provide one chair for every expected seated visitor in each activity space, plus a reserve of about 10%. Folding chairs are useful for busy sessions, while a few extra chairs at reception help when visitors arrive in groups.

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