What you need for an open day
An open day needs more than refreshments and display materials. You will need supplies for registration, clear directions, activity stations, information tables and a smooth arrival for visitors. Plan quantities around your expected attendance, then add a small reserve for busy periods and last-minute replacements. This checklist covers the practical items to buy or bring, including serving equipment, signage materials, furniture and weather protection.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 100
- High tablesqty 6
- Changing room table
- Buffet tablesqty 3
- Coat racksqty 2
- Waste binsqty 8
- Party tentsqty 2
Tableware
- Reusable cupsqty 150
- Coffee cupsqty 80
- Platesqty 120
- Cutlery setsqty 120
- Serving spoonsqty 8
- Small bowlsqty 20
- Coffee potsqty 4
- Teapotsqty 3
- Milk jugsqty 4
- Sugar bowlsqty 4
Decorations
- Balloonsqty 100
- Balloon ribbonqty 2
- Buntingqty 8
- Tableclothsqty 15
- Flower arrangementsqty 8
- Tapeqty 6
- Cable tiesqty 100
- Name badgesqty 120
- Pensqty 20
- Information holdersqty 12
Equipment
- Coolersqty 4
- Kettlesqty 3
- Coffee machinesqty 2
- Extension cordsqty 8
- Power stripsqty 8
- Microphonesqty 2
- Laptopsqty 2
- Projection screensqty 2
- Projectorsqty 2
- Hand trucksqty 2
- Fansqty 2
Kitchen
- Cutting boardsqty 6
- Chef's knivesqty 6
- Mixing bowlsqty 6
- Serving plattersqty 16
- Serving tongsqty 8
- Thermos flasksqty 6
- Ice packsqty 20
- Aluminum foilqty 4
- Food storage containersqty 12
- Oven mittsqty 4
- Tea towelsqty 12
Cleaning
- Cleaning cartsqty 2
- Bucketsqty 4
- Mopsqty 6
- Broom setsqty 3
- Hand soap dispensersqty 6
- Disinfectant gelqty 6
- Paper towel rollsqty 12
Lighting
- LED light stringsqty 6
- Standing lampsqty 4
Sports equipment
- Craft tablesqty 4
- Craft chairsqty 24
- Colored pencilsqty 12
- Markersqty 12
- Drawing paperqty 300
- Apronsqty 24
- Ballsqty 12
- Hoopsqty 8
- Game materialsqty 6
Catering
- Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Sparkling wine - 3 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Mini pistolets - 100 pieces
- Wholemeal bread - 6 loaves
- Croissants - 60 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Lettuce - 8 heads
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Yogurt - 4 kilos
- Muesli - 2 kilo
- Currant buns - 60 pieces
- Mini muffins - 100 pieces
- Brownies - 80 pieces
- Cookies - 8 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted breadsticks - 4 packs
- Nut mix - 2 kilo
- Popcorn - 4 bags
- Dutch mini pancakes - 300 pieces
- Powdered sugar - 2 packs
- Applesauce - 4 jars
- Vegetarian wraps - 80 pieces
- Chicken fillet strips - 5 kilo
- Rice - 4 kilos
- Pasta - 4 kilo
- Pasta sauce - 8 jars
- Grated cheese - 2 kilos
- Corn - 6 cans
- Kidney beans - 6 cans
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic - 6 bulbs
- Stock cubes - 1 pack
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 1 pack
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
- Food storage bags - 2 boxes
- Coffee filters - 2 packs
- Cocktail sticks - 2 boxes
- Wooden stirrers - 300 pieces
Tips
- Allow one name badge and one pen for every expected visitor, plus at least 10% extra. Keep spare badges and pens at the reception desk so late arrivals do not interrupt registration.
- For drinks, plan roughly two servings per person for the first hour, then one serving per person for each additional hour. Bring reusable cups, coffee cups, kettles, coffee pots, teapots, milk jugs and sugar bowls together rather than collecting them on the morning.
- Use one information holder or sign for each key point visitors must find, such as reception, toilets, activities and exits. Prepare the route signs and program before setup day, and pack tape and cable ties with them.
- Match tables and chairs to the activities, reception desk, information tables and refreshments instead of assuming the venue has enough. If visitors may queue or browse outdoors, bring high tables, coat racks, waste bins and party tents where needed.
- Check the weather forecast 48 hours before the open day and again on the morning itself. Keep coolers, tablecloths and serving supplies grouped by function, and have balloons, bunting, ribbon and flower arrangements ready only after the practical setup is complete.
Frequently asked questions
- What should I buy for an open day?
- Buy or bring supplies for registration, signs, name badges, refreshments, activity stations and waste collection. A typical setup includes tables, chairs, reusable cups, coffee and tea equipment, plates, cutlery, pens, tape and cable ties.
- How many cups do I need for an open day?
- Plan at least two cups per expected visitor if you are serving drinks for one hour, or three per visitor for a two-hour event when washing or collecting used cups is difficult. Add 10% extra for breakage, misplaced cups and unexpected visitors.
- How many name badges and pens are needed?
- Prepare one name badge for every registered visitor and keep at least 10% extra for walk-ins or damaged badges. Provide one pen per 10 badges at the reception desk, with two or three spare pens immediately available.
- When should I buy supplies for an open day?
- Buy non-perishable items such as tape, signs, name badges and tableware at least one week ahead. Purchase snacks and chilled drinks one to two days before, then check the full stock against the shopping list on the day before setup.
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