What you need for an open day

An open day needs more than refreshments and a few chairs. Visitors move between activities, volunteers need clear information, and food service has to work without creating queues or allergen confusion. Use this list to prepare furniture, serving equipment, drinks, snacks, information materials, and storage. Check quantities against your expected visitor count, then buy non-perishable supplies first. Leave fresh food, ice, and other short-life items until the final one or two days before the event.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Bar stoolsqty 8
Tableclothsqty 12
Party tentsqty 2
Clothes racksqty 2
Storage cratesqty 12

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 150
Dessert platesqty 100
Cutlery setsqty 150
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 8

Catering

Coolersqty 4
Ice cube traysqty 4
Buffet traysqty 8
Bread basketsqty 6
Cake standsqty 4
Drink dispensersqty 4
Napkin holdersqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Mixing bowlsqty 6
Measuring cupsqty 3
Oven traysqty 6
Frying pansqty 2
Aluminum foilqty 2

Equipment

Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Bluetooth speakersqty 2
Microphone
Power banksqty 4
Notice boardsqty 4

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 6

Decorations

Buntingqty 8
Balloonsqty 150
Flower arrangementsqty 6
Photo backdrop
Directional signsqty 12
Name card holdersqty 4

Sports equipment

Table football game
Cornhole board set
Ballsqty 12
Hoopsqty 8
Conesqty 20
Skipping ropesqty 8
Gamesqty 12
Craft tableclothsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Broomqty 3
Trash binsqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 6
Toilet brushesqty 4
First aid kit
Fire extinguishersqty 2

Information

Reception desk
Clipboardsqty 6
Pensqty 30
Name badgesqty 150
Program boardsqty 6
Menu boardsqty 6
Brochure racksqty 8
Wristbandsqty 150

Groceries

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Cocoa powder - 1 pack
- Sugar - 2 packs
- Milk - 10 liter
- Oat milk - 4 liters
- Lemon - 10 pieces
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 8 bottles
- White wine - 8 bottles
- Sparkling wine - 3 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini rolls - 150 pieces
- Wholemeal bread - 6 loaves
- Unsalted butter - 1.5 kilograms
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 1,5 kilogram
- Hummus - 2 kilograms
- Herb cheese - 1 kilogram
- Ham - 2 kilograms
- Chicken breast - 2 kilogram
- Salami - 1.5 kilogram
- Cucumber - 10 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Melons - 3 pieces
- Strawberries - 2 kilograms
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Snacks - 8 bags
- Olives - 1 kilogram
- Nut mix - 1 kilogram
- Rice cakes - 6 packs
- Crackers - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 3 jars
- Chili sauce - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 2 bottles
- Salt - 2 packs
- Pepper - 2 mills
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Sugar packets - 300 pieces
- Cupcakes - 120 pieces
- Apple pies - 4 pieces
- Cookies - 8 packs
- Brownies - 6 boxes
- Whipped cream - 8 cans
- Diet biscuits - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan spread - 4 tubs
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Garbage bags - 100 pieces
- Yellow cleaning gloves - 12 pairs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls

Tips

Plan seating and serving equipment for your busiest period, not your average attendance. As a starting point, allow one seat for every three to four visitors when most people will be moving between activities.
For the first hour, allow two to three drinks per person, then about one drink per person per hour. Include water as well as coffee, tea, and other refreshments, and keep extra cups available for volunteers.
Prepare food-service items before shopping for ingredients. Serving platters, tongs, bread baskets, cake stands, cutting boards, knives, and labelled allergen signs are easy to forget and difficult to replace on the event day.
Pack supplies into separate crates for registration, refreshments, activities, and signage. Keep at least one complete set of cups, napkins, markers, tape, and information sheets in the registration area.
Buy or prepare name badges and printed information sheets at least two days before the open day. Print 10% more than the registered visitor count so late arrivals and damaged copies do not leave you short.

Frequently asked questions

What food and drinks do I need for an open day?: Plan two to three drinks per person for the first hour, followed by about one drink per person per hour. Provide water throughout, and prepare snacks in portions that can be served without cutting or queuing. Keep 10% extra for volunteers and unexpected visitors.
How many cups and plates do I need for an open day?: Have at least 1.5 cups per expected visitor if you are using reusable cups and cannot wash them continuously. For plates and cutlery, allow one set per person plus 10% spare, especially when both snacks and cake are served.
When should I buy supplies for an open day?: Buy furniture, storage crates, tableware, signage materials, and other non-perishables at least one week in advance. Buy fresh produce and ice one to two days before the event, after checking the final visitor numbers.
What do people usually forget for an open day?: Commonly missed items include serving tongs, coffee cups, water jugs, allergen labels, extra name badges, and containers for storing supplies. Check these at least 48 hours before opening, when there is still time to borrow or buy replacements.

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