Open day shopping list

An open day needs more than sports equipment. Visitors must find the reception desk, register easily, identify their groups and move between activities without confusion. This shopping list covers the practical supplies around the programme: shelter, seating, serving items, signs, name badges, sound equipment and power leads. Check what you already have before buying, especially reusable cups, tables, chairs and extension equipment. Plan the quantities around your expected number of participants, coaches and volunteers.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 6
Coat racksqty 2
Coat racksqty 2
Waste binsqty 8

Tableware

Reusable cupsqty 200
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8
Pitchersqty 6
Thermos flasksqty 6
Serving traysqty 8

Decorations

Tableclothsqty 8
Buntingqty 8
Balloonsqty 100
Balloon weightsqty 8
Name badgesqty 200
Directional signsqty 12
Information bannersqty 4

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Extension cordsqty 6
Cable reelsqty 3
Power stripsqty 6
Mobile phoneqty 2

Sports equipment

Footballsqty 12
Basketballsqty 8
Volleyball netqty 2
Volleyballsqty 8
Tennis racketsqty 12
Tennis ballsqty 30
Conesqty 40
Sports hoopsqty 12
Skipping ropesqty 12
Training bibsqty 30
Scoreboardsqty 4
Starting whistlesqty 8

Kitchen

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Bread basketsqty 4

Lighting

LED light stringsqty 4
Work lightsqty 3
Flashlightsqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Hand broomsqty 3
First aid kit

Catering

Groceries
- Coffee - 3 packs
- Tea bags - 200 pieces
- Coffee filters - 100 pieces
- Sugar sticks - 200 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 20 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Herbal tea - 2 boxes
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted popcorn - 6 bags
- Mixed nuts - 4 bags
- Rice cakes - 6 packs
- Mini wraps - 120 pieces
- Multigrain bread - 8 loaves
- White rolls - 100 pieces
- Herb cream cheese - 6 tubs
- Hummus - 6 tubs
- Mild cheese - 3 kilograms
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 6 kilograms
- Mandarins - 80 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 2 bags
- Cookies - 8 packs
- Muffins - 100 pieces
- Vegan muffins - 30 pieces
- Gluten-free crackers - 4 packs
- Coffee creamer powder - 2 packs
- Napkins - 500 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 12 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper hand towels - 6 packs

Tips

Prepare one name badge for every participant, coach, volunteer and organiser, plus at least 10% extra for late registrations or damaged badges.
For drinks, plan two to three servings per person for the first hour, then one serving per person for each additional hour. Provide extra pitchers and thermos flasks if drinks are served at more than one point.
Set aside one clearly marked waste bin for roughly every 25 to 40 visitors, and place bins near the reception desk, refreshment area and activity zones.
Allow at least one directional sign at every route decision, plus a larger information banner at the entrance. Print spare signs in case weather or crowd flow requires a change.
Check power needs before the day: count the laptop, speakers, microphones and charging points, then bring cable reels, extension cords and power strips with spare capacity rather than connecting everything at the last minute.

Frequently asked questions

What do I need to buy for an open day?: You need visitor and serving supplies, including name badges, directional signs, reusable cups, coffee cups, plates, cutlery and waste bins. You may also need tents, tables, chairs, sound equipment, extension leads and power strips for the reception and activity areas.
How many cups and plates do I need for an open day?: Plan one cup per expected visitor for reusable drinks service, plus at least 10% extra if washing or collection is limited. For plates and cutlery, allow one set per person who may eat, with 10% spare stock for replacements and late arrivals.
How many name badges should I prepare for an open day?: Prepare one badge for every registered participant, coach, volunteer and organiser, then add 10% extra. If 100 people are expected, prepare at least 110 badges so late registrations do not create a queue.
When should I buy supplies for an open day?: Check existing stock and order non-perishable supplies at least 7 days before the event. Buy or collect chilled drinks and fresh snacks 1 to 2 days beforehand, and test sound and power equipment no later than the day before.

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