What you need for an open day

An open day needs more than coffee, signs and a few tables. Visitors move through registration, activity stations and refreshment areas, so supplies must support each stage without creating queues. Plan drinks, food service, reusable tableware, badges, directional signs, lighting and power before shopping. Check dietary requirements and expected registrations first, then match quantities to the number of visitors, volunteers and the length of the programme.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 80
High tablesqty 6
Registration desk

Tableware

Reusable platesqty 120
Reusable cupsqty 180
Coffee cupsqty 100
Cutlery setsqty 120
Serving traysqty 12
Thermos flasksqty 6

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 12
Wayfinding signsqty 12
Visitor badgesqty 150

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4
Coffee machinesqty 2

Lighting

LED string lightsqty 6
LED lampsqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving tongsqty 8
Pouring bottlesqty 8
Storage binsqty 12
Waste sorting binsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
First aid kit

Catering

Groceries
- Soft white rolls - 120 pieces
- Whole wheat rolls - 60 pieces
- Unsalted butter - 2 packs
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Hummus - 1.5 kilograms
- Jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Arugula - 6 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salty nuts - 6 bags
- Butter cookies - 8 packs
- Mini waffles - 6 packs
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Coffee beans - 3 kilograms
- Tea bags - 200 pieces
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ice cubes - 20 kilograms
- Lemons - 2 kilograms
- Herbal tea - 4 boxes
- Allergen labels - 2 rolls
- Trash bags - 100 pieces
- Compostable napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces

Tips

Plan around your registration count, not just the number of invitations. Prepare one visitor badge per expected attendee, plus at least 10% extra for walk-ins or replacements.
For the first hour, allow two to three drinks per person, then one drink per person for each additional hour. Include water as well as coffee and tea, and chill drinks before setup.
Allow one reusable cup, plate and cutlery set per person per serving round, plus 10% spare. A second serving round is useful when food is served over a long afternoon.
Buy or prepare food only after collecting dietary requirements. Label suitable snacks and sandwiches clearly, and keep separate serving tongs available to prevent mix-ups.
Check power and weather at least one day before the open day. Count extension cords and power strips for each coffee machine, speaker and lighting point, and keep party tents secured if rain is possible.

Frequently asked questions

How many cups do I need for an open day?: Allow one cup per visitor per serving round, plus 10% extra. If drinks are available across two serving rounds, plan for two cups per person unless you have a reliable washing setup.
How much food should I buy for an open day?: For a programme lasting two to three hours, plan roughly two to three snack or sandwich portions per visitor. Add 10% extra for walk-ins and make dietary alternatives part of the total, not an afterthought.
When should I prepare the open day shopping list?: Finish the list at least one week before the event, once registrations and dietary requirements are known. Recheck quantities and buy fresh food one to two days before the open day.
How many visitor badges and signs are needed?: Prepare one badge for every registered visitor, plus 10% spare. Place one directional sign at every decision point on the route, then add signs for registration, toilets, refreshments and each activity station.

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