What you need for an open day

An open day needs more than tables and refreshments. Visitors must be able to register quickly, find their way around, follow the programme and leave with useful information. This shopping list covers the practical supplies for the welcome desk, guided tours, information stands, presentations and catering. Check quantities against your expected visitor list, then buy or collect disposable items at least three days before the event.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Registration desk
High tablesqty 8
Tableclothsqty 20
Clothes racksqty 2

Equipment

Laptopsqty 6
Projectorqty 2
Projection screensqty 2
HDMI cablesqty 6
Extension cordsqty 8
Power stripsqty 8
Portable speakersqty 2
Microphonesqty 2
Charging stationsqty 3
Wayfinding signsqty 14
Stoolsqty 24

Office

Name badgesqty 80
Name badge holdersqty 80
Pensqty 30
Clipboardsqty 12
Notepadsqty 20
Information leafletsqty 250
Program bookletsqty 150
Floor plansqty 150
Tapeqty 6
Scissorsqty 6
Markersqty 12

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 12
Roll-up bannersqty 6
Table décorqty 20

Tableware

Platesqty 150
Coffee cupsqty 100
Glassesqty 150
Mugsqty 100
Cutlery setsqty 150
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 6
Storage binsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Serving jugsqty 6

Lighting

LED lightsqty 8
String lightsqty 6

Cleaning

Waste binsqty 10
Bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 5 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Fresh mint - 6 bunches
- Cookies - 10 packs
- Butter - 4 packs
- Mini croissants - 150 pieces
- Mini muffins - 150 pieces
- Mini sandwiches - 180 pieces
- Wraps - 80 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Ham - 2 kilos
- Smoked chicken - 2 kilo
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Bell peppers - 12 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 500 pieces
- Paper cups - 250 pieces
- Wooden stirrers - 250 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Cleaning product - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 packs

Tips

Prepare one name badge, holder and pen for every registered visitor, plus at least 10% extra for walk-ins and replacements. Keep blank badges at the registration desk.
Print one programme booklet and one floor plan per visitor, then add 10% extra. Print route signs in advance so guides are not trying to make signs during setup.
Plan the registration desk with enough clipboards, pens and laptops for the expected arrival rush. For 100 visitors arriving over 30 minutes, two working registration points will reduce queues.
Count HDMI cables, extension cords and power strips before the day, and bring one spare cable of each type. Test the projector, screen, microphones and portable speakers in the actual rooms before visitors arrive.
Buy drinks and catering according to the confirmed visitor list, including dietary requirements. Chill drinks several hours before opening and keep a separate, clearly labelled supply for special dietary needs.

Frequently asked questions

What do I need for an open day registration desk?: Prepare a registration desk, laptops or clipboards, pens, name badges, badge holders and the updated visitor list. For every 50 expected arrivals in a 30-minute period, plan one staffed registration point and keep at least 10% extra blank badges.
How many programmes and floor plans should I print for an open day?: Print one programme booklet and one floor plan for each confirmed visitor, plus 10% extra for walk-ins and damaged copies. For 200 visitors, that means 220 copies of each item.
When should I buy supplies for an open day?: Buy printed materials, badges, signs and office supplies at least three days before the event. Order catering after registration closes or once dietary requirements are confirmed, preferably no later than 48 hours beforehand.
What equipment do I need for open day presentations?: Check the room requirements and prepare a projector, projection screen, HDMI cable, extension cords, power strips, portable speakers and microphones where needed. Test every setup at least one day before the open day and bring one spare HDMI cable.

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