What to Buy and Bring for an Open Day

An open day needs more than coffee and a welcome table. Plan refreshments, serving equipment, visitor information, name badges, signs, and simple activities so guests can find their way and stay comfortable. Quantities depend on registration numbers, but buying for the first hour separately helps prevent shortages. Use this list alongside your setup plan, and check borrowed equipment at least one week before the event.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Coat racksqty 2
Waste binsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Drink pitchersqty 4
Coolersqty 4
Serving tongsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Welcome bannersqty 2
Tableclothsqty 8
Balloonsqty 50
Name badgesqty 100
Tapeqty 4

Equipment

Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Activities

Board gamesqty 8
Puzzle booksqty 12
Playing cardsqty 8
Colored pencilsqty 10
Drawing paperqty 200
Pensqty 40
Quiz cardsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 200 pieces
- Decaf coffee - 1 pack
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Milk - 8 liters
- Oat milk - 2 liter
- Chocolate milk - 4 liters
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Toast squares - 10 packs
- Baguettes - 8 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mini meatballs - 3 kilo
- Vegetarian snacks - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cookies - 8 packs
- Apple pies - 4 pieces
- Whipped cream - 6 cans
- Napkins - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Toilet paper - 24 rolls

Tips

Allow two to three drinks per visitor for the first hour, then add roughly one drink per person for every additional hour. Include water as well as coffee, tea, or other cold drinks.
Plan one snack portion per visitor, plus 10% extra for late arrivals and larger appetites. Buy or prepare separate options as soon as dietary requirements are collected.
Prepare one name badge for every registered visitor, with at least 10% spare badges for walk-ins or damaged labels. Keep pens at the reception table so badges can be completed on arrival.
Bring enough cups, glasses, plates, and cutlery for one full serving round plus 20% extra. Pack serving trays, small bowls, tongs, a cutting board, and kitchen knives rather than assuming the venue has them.
Check the room’s power supply before bringing coffee machines, kettles, speakers, or microphones. Pack extension cords and power strips, and test the equipment at least one day before the open day.

Frequently asked questions

How much food and drink do I need for an open day?: Plan two to three drinks per visitor for the first hour and one snack portion per visitor, with 10% extra. For an open day lasting three hours, that means roughly four to five drinks per person in total.
How many cups, plates, and glasses should I buy for an open day?: Allow one complete set per visitor for each serving round, then add 20% extra. For 50 visitors, prepare at least 60 cups, glasses, plates, and cutlery sets if items will not be washed during the event.
What should I prepare for open day registration?: Bring a printed participant list, one name badge per registered visitor, and at least 10% spare badges. Put the reception table, badges, pens, and visitor information in place 30 to 60 minutes before doors open.
When should I check open day equipment?: Check tables, chairs, coffee equipment, speakers, microphones, extension cords, and power strips at least one week beforehand if they are borrowed or hired. Test everything again on the day, before visitors arrive.

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