Open day shopping list: what to buy and bring

An open day needs more than refreshments and a welcome table. You also need practical supplies for registration, name badges, room signs, activities and safe visitor flow. Use the item list below as your base, then adjust food, drinks and seating to your expected attendance. Buy shelf-stable supplies early, while chilled drinks and fresh catering should be checked and prepared on the day before or the morning of the open 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
Folding chairsqty 80
Beer tablesqty 4
Tableclothsqty 12
High tablesqty 4
Clothing rack
Coat racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 120
Pastry forksqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Small bowlsqty 20
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 8
Measuring cupsqty 2
Food containersqty 12
Aluminum foilqty 4
Cling filmqty 4

Equipment

Portable sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 4
Laptop
Printer
Laminator

Decorations

Balloonsqty 200
Balloon pumpqty 2
Buntingqty 8
Table décorqty 12
Name badgesqty 150
Pensqty 40
Tapeqty 8
Cable tiesqty 200
Chalkboardsqty 8
Chalk markersqty 12

Sports equipment

Conesqty 30
Skipping ropesqty 8
Ballsqty 12
Hoopsqty 8
Gamesqty 10
Craft tableclothsqty 6
Colored pencilsqty 20
Coloring pagesqty 150
Apronsqty 12

Lighting

LED light garlandsqty 6
LED lanternsqty 10

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Broomqty 3
Eye-catchersqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6
Hand sanitizerqty 8

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 8 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Ice lollies - 100 pieces
- Mini water - 100 bottles
- Coffee cream - 4 tubs
- Stirrers - 300 pieces
- Teaspoons - 150 pieces
- Cookies - 8 packs
- Cinnamon cookies - 4 packs
- Mini muffins - 150 pieces
- Apple pie - 4 pies
- Whipped cream - 6 cans
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Popcorn - 6 bags
- Peanuts - 4 bags
- Raisins - 4 bags
- Apples - 100 pieces
- Bananas - 60 pieces
- Grapes - 8 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 6 kilograms
- Carrots - 5 kilograms
- Bell peppers - 20 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Vegetarian spreads - 12 tubs
- Whole wheat bread - 12 loaves
- White rolls - 150 pieces
- Mini bread rolls - 150 pieces
- Butter - 4 packs
- Margarine - 4 tubs
- Chicken breast slices - 3 kilograms
- Ham - 3 kilograms
- Sliced cheese - 3 kilogram
- Jam - 4 jars
- Peanut butter - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pickles - 2 jars
- Olives - 2 jars
- Herb butter - 8 tubs
- Herb cheese - 8 tubs
- Wraps - 100 pieces
- Falafel - 4 kilograms
- Pasta salad - 8 kilograms
- Potato salad - 6 kilogram
- Green salad - 6 kilograms
- Glucose tablets - 100 tablets
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 packs
- Food containers - 40 pieces
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper table runners - 12 rolls
- Batteries - 24 pieces
- Ballpoint pens - 50 pieces

Tips

Plan two to three drinks per visitor for the first hour, then add one drink per person for each additional hour. Include water as well as coffee, tea and other chilled options.
Allow one plate, cup, fork and napkin per expected visitor, plus at least 10% extra for replacements and visitors who return for another serving.
Prepare name badges, information boards and route signs before the event day. Pack them together with markers, tape and stands so volunteers are not searching for supplies during setup.
For coffee and tea, provide one hot drink per visitor as a starting point and keep extra hot water in thermos flasks. Set out serving spoons, small bowls and trays before guests arrive.
Check tables, chairs, tents, coat racks and the sound system against the floor plan at least one day before the open day. Reserve time on the morning itself for safety checks, chilled drinks and last-minute catering.

Frequently asked questions

How much food and drink do I need for an open day?: Start with two to three drinks per visitor during the first hour, followed by one drink per person for every extra hour. For food, plan at least one portion per registered visitor and add 10% for walk-ins and seconds.
What serving supplies do I need for an open day?: Allow one plate, cup, fork and cutlery set per visitor, plus 10% extra. Add serving spoons, tongs, trays, small bowls and coffee cups so food and drinks can be served without sharing utensils.
When should I buy supplies for an open day?: Buy shelf-stable catering, tableware, signs and activity supplies 3 to 7 days in advance. Buy or collect fresh food and chilled drinks no later than the day before, then chill drinks before opening.
How many tables and chairs do I need for an open day?: Use the floor plan and expected visitor peaks rather than the number of registrations alone. As a starting point, provide one chair for every visitor who may sit at once, with separate tables for registration, catering and activities.

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