What you need for an open day

An open day needs more than tables and refreshments. Visitors need a clear welcome point, places to sit, reliable drinks service and obvious routes through the rooms and grounds. This shopping list covers the practical items that are easy to overlook, including reusable tableware, serving equipment, cooling, power and lighting. Check quantities against your expected registrations, the length of the programme and whether activities take place indoors, outdoors or both.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 6
Table skirtsqty 12
Coat racksqty 2
Stoolsqty 12

Tableware

Reusable platesqty 120
Reusable bowlsqty 60
Reusable cupsqty 180
Coffee cupsqty 80
Tea glassesqty 40
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8
Milk jugsqty 6
Sugar bowlsqty 6

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 8
Reception desk
Cash register
Payment terminal
Laptopsqty 2
Tabletsqty 3

Decorations

Buntingqty 8
Balloon archesqty 2
Flower arrangementsqty 8
Table décorqty 12
Chalkboardsqty 8
Name card holdersqty 40
Photo backdrop
Info bannersqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Storage binsqty 12
Aluminum foilqty 4
Ice packsqty 24

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 12

Lighting

String lightsqty 6
Outdoor lightsqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 5 boxes
- Sugar - 2 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Rolls - 120 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumber - 8 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Red onion - 1 kilo
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Party snacks - 4 kilos
- Olives - 3 jars
- Pickles - 3 jars
- Baguette croutons - 4 bags
- Herb cream cheese - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Herb butter - 2 kilo
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Eggs - 60 pieces
- Puff pastry - 10 packs
- Mini sausages - 5 kilos
- Vegetarian snacks - 4 kilos
- Mini quiches - 120 pieces
- Chicken wings - 5 kilos
- Falafel - 4 kilos
- Yogurt dip - 3 kilos
- Hummus dip - 3 kilos
- Cookies - 6 packs
- Mini muffins - 120 pieces
- Brownies - 6 baking trays
- Chocolate - 2 kilos
- Whipped cream - 12 aerosol cans
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 8 bottles
- Hand gel - 8 bottles
- Sponges - 12 pieces
- Tea towels - 24 pcs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls

Tips

Plan seating for at least 60–70% of your expected visitors at one time, then add high tables and stools if people will be moving between tours and activities. Keep a few folding chairs available for older visitors or anyone who cannot stand for long.
For refreshments, allow two cups per visitor if the open day lasts up to three hours, plus around 10% extra. Count coffee cups, tea glasses, reusable cups, plates, bowls and cutlery separately so one busy serving point does not use everything at once.
Set up at least one reception table with a table skirt, printed programme, registration information and directional signs. Put coat racks near the entrance and prepare a second sign-in point if more than 100 people are expected.
Check power before buying or collecting coffee machines, kettles, speakers and microphones. Use extension cords, power strips and rechargeable lamps only after confirming the available outlets and keeping walkways clear.
Buy or collect cooling equipment at least one day ahead: coolers, water jugs, milk jugs and refrigerators should be ready before drinks are chilled. Keep water available throughout the programme rather than relying only on coffee and tea.

Frequently asked questions

How many chairs do I need for an open day?: Start with 60–70% of your expected peak attendance, then add extra chairs for accessibility and short talks. For 100 visitors, prepare about 60–70 chairs and keep several more available as backup.
How much tableware do I need for an open day?: Prepare two drinking vessels per visitor for a programme of up to three hours, plus 10% spare. For 100 visitors, that means about 220 cups or glasses, along with plates, bowls and cutlery for the number of snacks or serving moments planned.
When should I chill drinks for an open day?: Move drinks into refrigerators or coolers at least 12 hours before the doors open when possible. Check them again 60 minutes before arrival and keep a separate cooler available for replenishment during the day.
How many tables are needed at an open day?: Allow one reception table, one serving table per busy refreshment point and one table for each activity or information station. For 100 visitors, a practical starting point is 5–8 foldable tables, adjusted to the room layout and programme.

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