Open day shopping list: what to buy and bring

An open day needs more than coffee and a welcome desk. Visitors may arrive in waves, stay for a tour, watch demonstrations and collect information before they leave. Use this shopping list to prepare refreshments, serving equipment, seating, registration materials and presentation technology. Check quantities against your expected attendance, then arrange deliveries and equipment at least one week before the event so missing items can still be replaced.

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What to bring

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

Furniture

Foldable tablesqty 12
High tablesqty 8
Folding chairsqty 80
Reception desk
Table skirtsqty 12
Coat racksqty 3
Bollardsqty 8

Tableware

Coffee cupsqty 100
Glassesqty 180
Platesqty 160
Knivesqty 160
Forksqty 160
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 16
Serving traysqty 8

Catering

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Buffet traysqty 8
Drink dispensersqty 4
Ice cube traysqty 4
Groceries
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar sticks - 300 pieces
- Sweeteners - 200 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 12 crates
- Spa Red - 6 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Ice cubes - 20 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snacks - 8 bags
- Snack mix - 8 bags
- Olives - 6 jars
- Pickles - 4 jars
- Grapes - 8 kilograms
- Apples - 100 pieces
- Bananas - 60 pieces
- Mandarins - 80 pieces
- Cherry tomatoes - 5 kilo
- Cucumbers - 10 pieces
- Carrots - 4 kilograms
- Bell peppers - 20 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Herb butter - 8 tubs
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Peanut butter - 3 jars
- Jam - 3 jars
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Mini sandwiches - 250 pieces
- Mini wraps - 200 pieces
- Young cheese - 5 kilogram
- Mature cheese - 4 kilogram
- Ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Smoked salmon - 2 kilogram
- Falafel - 4 kilograms
- Vegan toppings - 3 kilograms
- Egg salad - 3 kilograms
- Chicken salad - 3 kilograms
- Pasta salad - 8 kilograms
- Potato salad - 6 kilogram
- Green salad - 6 kilograms
- Quinoa salad - 4 kilograms
- Mini quiches - 180 pieces
- Vegetable spring rolls - 180 pieces
- Bitterballen - 250 pieces
- Vegan bitterballen - 150 pieces
- Mini pizzas - 150 pieces
- Mini muffins - 180 pieces
- Brownies - 120 pieces
- Cookies - 8 kilograms
- Chocolate - 4 kilograms
- Whipped cream - 12 cans
- Herbs - 6 jars
- Pepper - 2 jars
- Salt - 2 packs
- Olive oil - 2 bottles
- Lemons - 30 pieces
- Fresh mint - 10 bunches
- Coffee filters - 200 pieces
- Stirrers - 500 pieces
- Wooden skewers - 500 pieces
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Garbage bags - 100 pieces
- Paper Carrier Bags - 250 pieces

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Microphonesqty 2
Portable speakersqty 2
Presentation clickersqty 2
Flip chartsqty 3
Tripodsqty 4
Power banksqty 6

Decorations

Company flagsqty 6
Bannersqty 6
Balloonsqty 100
Balloon ribbonqty 2
Table décorqty 12
Plantsqty 10
Name badgesqty 200
Pensqty 30
Wayfinding signsqty 12
Arrow board holdersqty 12
Poster holdersqty 8

Lighting

LED lampsqty 12
String lightsqty 6
Battery lampsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving tongsqty 10
Measuring cupsqty 4
Mixing bowlsqty 6
Cookie tinsqty 4
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Trash binsqty 10
Waste binsqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4
Cleaning glovesqty 8

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Flashlightsqty 4
Safety vestsqty 8
Non-slip matsqty 6

Promotion

Info packsqty 200
Business cardsqty 500
Goodie bagsqty 200
Notepadsqty 200
Stickersqty 300
Survey Cardsqty 200

Other

Cable tiesqty 200
Gaffer tapeqty 4
Writing foldersqty 10
Clipboard foldersqty 10
Rain ponchosqty 20

Tips

Plan coffee, tea and water for the busiest hour rather than the daily average. As a starting point, allow two cups of coffee or tea and one glass of water per visitor, then add 10% for presenters, volunteers and unexpected guests.
Set up the welcome area with one reception desk, a clear sign and enough name badges for every registered visitor plus 10% spare. Keep pens, visitor information and information packs at the desk instead of making guests search for them.
For a seated presentation or demonstration, provide one folding chair per expected attendee in that session and keep 10% extra chairs nearby. Test every projector, screen, laptop, HDMI cable, microphone and power strip together before doors open.
Use foldable tables for registration, catering and information materials, and high tables where visitors will pause briefly. Add table skirts only where the back of the table will be visible to visitors, and place coat racks near the entrance before the first tour begins.
Do not leave wayfinding and safety materials until the final setup. Print directional signs, parking information and safety instructions in advance, and check extension cords, cable routes, bollards and permits at least 48 hours before opening.

Frequently asked questions

How much coffee and water do I need for an open day?: Allow two cups of coffee or tea and one glass of water per visitor as a starting point. Add 10% for staff, presenters and visitors who arrive without registering, and prepare extra for the busiest hour.
How many chairs should I rent for an open day?: Provide one chair for each person expected in a seated session, plus 10% spare chairs. If tours and presentations overlap, calculate the maximum simultaneous audience rather than the total number of visitors.
What equipment do I need for an open day presentation?: Prepare a laptop, projector, projection screen, HDMI cable, extension cord, power strip and microphone for each presentation space that runs at the same time. Test the complete setup at least one day before the event.
When should I order catering and event supplies for an open day?: Confirm suppliers and place catering orders at least 7 days before the open day. Check quantities, delivery times and replacement options again 48 hours before opening, when registrations give you a clearer visitor count.

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