Open day shopping list

An open day needs more than refreshments and a welcome desk. Visitors may move between tours, activities and information points, so plan for clear signs, reliable presentation equipment and enough serving items for busy arrival periods. This shopping list covers the practical supplies behind registration, catering, drinks and guided visits. Check quantities against your expected visitor count, then add a small buffer for volunteers, dietary requirements and replacements during the day.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
High tablesqty 6
Chairsqty 120
Bar stoolsqty 8
Tablecloth setsqty 12
Clothes racksqty 2

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 120
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12
Small bowlsqty 24

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphone
Laptop
Projector
Projection screen
Payment terminalsqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Mixing bowlsqty 6
Thermos flasksqty 8
Drink dispensersqty 3
Ice packsqty 20

Decorations

Buntingqty 8
Balloonsqty 150
Balloon weightsqty 8
Flower arrangementsqty 6
Menu Card Holdersqty 12
Directional signsqty 12
Information boardsqty 10
Whiteboardsqty 3

Lighting

String lightsqty 6
LED lampsqty 10
Flashlightsqty 4

Sports equipment

Game materials
Conesqty 20
Hoopsqty 8
Tug of war rope
Markers and colored pencilsqty 20
Coloring pagesqty 150
Puzzlesqty 6

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3
Cleaning glovesqty 8
Waste binsqty 10
Fire blanketqty 2

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
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 10 bags
- Mini sandwiches - 180 pieces
- Vegetarian wraps - 60 pieces
- Vegan wraps - 30 pieces
- Gluten-free sandwiches - 12 pieces
- Young cheese - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Popcorn - 6 bags
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 4 kilos
- Oranges - 6 kilos
- Cookies - 10 packs
- Brownies - 80 pieces
- Vegan muffins - 30 pieces
- Gluten-free muffins - 12 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 600 pieces
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Hand soap - 6 bottles
- Trash bags - 100 pieces
- Dishwasher tablets - 1 pack
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Sponges - 2 packs
- Microfiber cloths - 3 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper cups - 250 pieces
- Wooden stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Freezer bags - 1 box
- Labels - 2 packs
- Permanent Markers - 2 Packs
- Table crumb catchers - 4 pieces
- Hand sanitizer - 6 bottles
- Bandages - 2 boxes
- Disposable tissues - 6 boxes

Tips

Plan seating and standing areas separately: foldable tables, high tables, chairs and bar stools serve different parts of an open day. Keep some tables free for registration, name badges and printed visitor lists rather than using every surface for catering.
For drinks, count reusable drinking glasses, coffee cups and hot-drink capacity for the busiest hour, not the daily average. Have coolers for cold drinks and thermos flasks or drink dispensers ready so queues do not depend on one coffee machine or kettle.
Test every presentation item at least 24 hours before opening. Check the laptop, projector, projection screen, portable speakers, microphone, extension cords and power strips together in the room where they will be used.
Buy serving supplies for the menu you are actually offering: plates, cutlery sets, serving spoons, small bowls, serving tongs, cutting boards, chef's knives and mixing bowls. Include separate utensils or containers where dietary requirements make cross-contact a concern.
Do not leave visitor-facing materials until the morning itself. Prepare information signs, directions, name badges and printed visitor lists in advance, and keep spare paper, pens and a way to process payments near the welcome point.

Frequently asked questions

What should I buy for an open day?: Start with visitor basics, catering supplies, drinks equipment, signs and presentation equipment. For a small open day, check these categories against your expected attendance at least 7 days before the event, then buy or collect replacements 1–2 days ahead.
How many cups and glasses do I need for an open day?: Plan one reusable drinking glass per visitor for a simple self-service setup, plus 10–15% extra for delays in washing or misplaced items. For coffee cups, allow at least one per expected hot-drink serving and add 10% if coffee is available throughout the day.
What equipment is needed for open day presentations?: For presentations or guided information sessions, check the laptop, projector, projection screen, portable speakers and microphone. Test the complete setup at least 24 hours beforehand and pack extension cords and power strips with it.
When should I buy supplies for an open day?: Confirm the shopping list 7 days before the event, after registrations and dietary requirements have been reviewed. Buy non-perishable items 3–5 days ahead, and collect refrigerated catering and other time-sensitive supplies on the day or within 24 hours before opening.

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