What you need for an open day

An open day needs more than refreshments and a welcome table. Visitors should be able to find the entrance, move between rooms, take part in activities and get answers without waiting. This shopping list covers the practical supplies behind that experience, from reusable glasses and coffee equipment to signs, extension cords and waste bins. Check quantities against your expected visitor count, then buy, borrow or reserve the less common equipment before setup day.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 80
Bar stoolsqty 6
Coat racksqty 2
Waste binsqty 6
Dressing tablesqty 2

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Pitcherqty 4
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 6
Rechargeable power banksqty 3
Laptop
Camera

Decorations

Buntingqty 8
Balloon archesqty 2
Balloon pumpsqty 2
Tableclothsqty 10
Flower arrangementsqty 6
Name badgesqty 100
Photo backdrop
Directional signsqty 10
Chalkboardsqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 4
Serving spoonsqty 8
Pliersqty 6
Chilled tablewareqty 4
Thermos bottlesqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Sports equipment

Conesqty 20
Ballsqty 8
Skipping ropesqty 6
Hoopsqty 6
Game materialsqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- Red wine - 6 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Mini bake-at-home rolls - 8 packs
- Butter - 4 packs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Chicken breast topping - 1 kilo
- Ham - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Mini croissants - 6 packs
- Mini muffins - 6 packs
- Butter cookies - 6 packs
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snacks - 4 bags
- Popcorn - 4 bags
- Mixed nuts - 3 bags
- Gluten-free crackers - 3 packs
- Gluten-free cookies - 3 packs
- Vegan wraps - 4 packs
- Vegan falafel - 2 kilos
- Vegan spreads - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 2 jars
- Olives - 4 jars
- Pickles - 3 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces

Tips

Plan one reusable drinking glass per expected visitor, plus roughly 10% extra for breakages or glasses left in different rooms. Count coffee cups, plates and cutlery separately if refreshments are served in more than one area.
Provide at least one waste bin near the entrance, catering area and activity spaces. Add bin liners to your shopping check, because the bins themselves are easy to remember while the liners are often missed.
Test every extension cord, power strip, coffee machine, kettle and speaker at least one day before the open day. Bring rechargeable power banks as a backup for phones, registration equipment or other small devices.
For an outdoor open day, reserve party tents early enough to cover the reception, refreshments and any activity that cannot move indoors. Check the ground, access and weather plan before arranging delivery or pickup.
Prepare signs and table materials before decorating. Allow one information table at the entrance, a clear floor plan, name or direction signs, tablecloths and enough serving trays and pitchers for each refreshment point.

Frequently asked questions

What should I buy for an open day?: Start with visitor basics: reusable drinking glasses, coffee cups, plates, cutlery, serving trays, pitchers and thermos flasks. You will also need tables, chairs, waste bins, signs, extension cords and power strips, plus coffee machines, kettles and coolers if refreshments are served.
How many cups and plates do I need for an open day?: Use one drinking glass per expected visitor and add about 10% extra. For plates and coffee cups, plan one per visitor for a single refreshment round, or two per visitor if people will eat and drink at separate points during the day.
When should I arrange tents and equipment for an open day?: Reserve party tents, tables, chairs, coat racks and specialist equipment at least two to four weeks before the event. Check the delivery, access and key arrangements again one week before setup.
What do I need for an open day information table?: Set aside one table near the entrance with the programme, floor plan, registration information, dietary notes and clear signs. Prepare the table at least one day before the event so missing printouts or supplies can still be replaced.

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