What you need for an open day

An open day needs more than refreshments and a few tables. Visitors must be able to find the entrance, register, move between activities and identify the people helping them. Use your confirmed participant numbers to buy drinks, tableware and catering supplies, then match furniture and equipment to the programme and venue. Check stock before shopping, especially reusable cups, extension cords, signs and name badges, which are easy to overlook until setup starts.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Bar stoolsqty 8
Counter table
Tableclothsqty 12

Tableware

Coffee cupsqty 80
Glassesqty 120
Mugsqty 40
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 6

Decorations

Buntingqty 12
Balloonsqty 100
Balloon pumpqty 2
Table décorqty 12
Name badgesqty 150
Conesqty 20
Information boardsqty 8
Wayfinding signsqty 12
Chalkboardsqty 4

Equipment

Portable sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Thermos flasksqty 6
Laptopsqty 2
Printer

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 3
Serving tongsqty 8
Measuring cupsqty 3
Frying pansqty 2
Kettlesqty 3
Corkscrewsqty 2
Aluminum foilqty 3
Food storage containersqty 12

Sports equipment

Ropesqty 12
Small conesqty 30
Hoopsqty 10
Ballsqty 12
Water cups gameqty 30
Wooden polesqty 12
Climbing ropesqty 4
Compass setsqty 12
Flashlightsqty 12
Face paint setsqty 4
Craft tablesqty 4
Craft binsqty 8

Lighting

LED lampsqty 10
String lightsqty 6
AA batteriesqty 24
AAA batteriesqty 24

Cleaning

Waste binsqty 10
Broomqty 4
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8
Trash bagsqty 100
Hand soap dispensersqty 4
Paper towelsqty 8

Safety

First aid kitsqty 2
Large Flashlightsqty 4
Barrier tapeqty 4
Fire extinguishersqty 2
Reflective vestsqty 12

Catering

Groceries
- Coffee - 4 packs
- Assorted Tea - 200 bags
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Sparkling juice - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Bake-off rolls - 120 pieces
- White bread - 8 loaves
- Wholemeal bread - 6 loaves
- Croissants - 60 pieces
- Butter - 4 packs
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilogram
- Hummus - 8 tubs
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Chocolate sprinkles - 3 packs
- Mayonnaise - 2 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Salsa - 8 jars
- Snacks - 8 bags
- Popcorn - 5 bags
- Popcorn kernels - 3 kilograms
- Dutch mini pancakes - 300 pieces
- Powdered sugar - 3 packs
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 5 kilograms
- Bell peppers - 20 pieces
- Herb cream cheese - 12 tubs
- Olives - 6 jars
- Feta - 2 kilograms
- Mixed nuts - 2 kilograms
- Raisins - 1 kilogram
- Gluten-free rolls - 20 pieces
- Vegan sandwich fillings - 12 tubs
- Vegan cheese - 1 kilogram
- Vegan cookies - 6 packs
- Allergen labels - 2 rolls
- Coffee filters - 2 packs
- Disposable teaspoons - 150 pieces
- Wooden stirrers - 200 pieces
- Paper napkins - 600 pieces
- Paper cups - 300 pieces
- Paper plates - 300 pieces
- Baking paper - 3 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Toilet blocks - 8 pieces
- Hand sanitizer - 6 bottles
- Button Cell Batteries - 4 pieces
- Charcoal - 2 bags
- Firelighters - 2 boxes

Tips

Plan around 2–3 drinks per visitor for the first hour, then add roughly 1 drink per person for each additional hour. Keep extra water available in jugs, coolers or both.
Allow one plate, cup or glass and one cutlery set per expected visitor for each serving round, plus at least 10% spare. Count coffee cups and mugs separately if hot drinks are served throughout the day.
Bring one name badge for every volunteer and organiser, with at least 10% extra for late additions. Prepare the badges before setup rather than writing them while visitors arrive.
For each activity area and route turn, prepare a clear wayfinding sign, then add one information board at registration and one visible programme or chalkboard. Pack cones for entrances, queues and temporary hazards.
Check every powered item at least one day before the open day. Count extension cords and power strips by area, and test the portable sound system and microphone before loading them.

Frequently asked questions

What food and drink do I need for an open day?: Start with 2–3 drinks per visitor during the first hour and 1 more per person for every extra hour. Buy food for the confirmed registration total, add about 10% spare, and label options for collected dietary requirements.
How many cups, plates and cutlery sets should I buy?: Use one set per visitor per serving round and keep at least 10% extra. If visitors will return for coffee or refreshments, plan separate counts for coffee cups, mugs, glasses and plates rather than relying on one mixed stock.
How many signs are needed for an open day?: Prepare one wayfinding sign for every change of direction, plus an information board at registration and a programme board in the main visitor area. Finish the sign count at least 3 days before the event so missing materials can still be sourced.
What should I check the day before an open day?: Check drinks, tableware, name badges, activity materials, signs, cables and power strips one day before. Chill drinks in time for opening, print the run sheet and phone numbers, and keep a 10% spare allowance for consumables.

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