Open day shopping list
An open day needs more than drinks and a welcome table. Plan for visitor flow, activity areas, information points and the people running them. This checklist covers the practical items to buy, borrow or collect, from reusable cups and serving trays to tables, name badges, microphones and extension cords. Check quantities against your expected visitor count, then arrange deliveries and equipment testing before the day so missing items do not delay setup.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 12
- Folding chairsqty 80
- High tablesqty 6
- Tableclothsqty 14
- Clothes racksqty 2
Tableware
- Reusable cupsqty 120
- Coffee cupsqty 80
- Platesqty 100
- Cutlery setsqty 100
- Serving traysqty 12
- Pouring jugsqty 8
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Sound system
- Wireless microphonesqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Laptopsqty 2
- Projector
- Projection screen
Decorations
- Buntingqty 8
- Balloonsqty 150
- Balloon ribbonqty 2
- Flower arrangementsqty 6
- Chalkboardsqty 8
- Chalk markersqty 12
- Name badgesqty 100
- Table numbersqty 14
Lighting
- LED light stringsqty 6
- LED lampsqty 10
- Lanternsqty 8
Kitchen
- Cutting boardsqty 4
- Chef's knifeqty 4
- Serving tongsqty 8
- Mixing bowlsqty 6
- Thermos flasksqty 6
- Bottle openersqty 4
- Ice packsqty 20
Registration
- Registration formsqty 120
- Ballpoint pensqty 30
- Clipboard foldersqty 6
- Wristbandsqty 120
- Cash float
Sports equipment
- Gamesqty 8
- Conesqty 20
- Hoopsqty 6
- Beanbagsqty 12
Cleaning
- Waste binsqty 8
- Broom setsqty 3
- Floor squeegeesqty 2
- Bucketsqty 4
- Mopsqty 4
- Cleaning glovesqty 8
- Litter pickersqty 4
- Hand soap dispensersqty 4
Catering
- Groceries
- Coffee - 4 packs
- Tea selection - 6 boxes
- Cocoa powder - 2 cans
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 36 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 8 bottles
- White wine - 8 bottles
- Alcohol-free sparkling wine - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini rolls - 120 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Arugula - 6 bags
- Herb butter - 8 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Popcorn - 4 bags
- Mini cookies - 8 packs
- Brownies - 100 pieces
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Carrots - 4 kilograms
- Cucumber - 6 pieces
- Hummus snack cups - 80 pieces
- Vegetarian wraps - 60 pieces
- Vegan muffins - 40 pieces
- Gluten-free rolls - 20 pieces
- Allergen cards - 30 pieces
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 80 pcs
- Freezer bags - 2 boxes
- Kitchen gloves - 4 boxes
- Tissues - 10 packs
Tips
- Allow two to three drinks per visitor for the first hour, then about one drink per person per hour. Add coffee, tea and water separately, and chill drinks before guests arrive.
- Plan one table for every 20 to 30 visitors at an information or activity area, plus at least one spare table for registration, refreshments or unexpected needs.
- Prepare one name badge for every registered visitor and volunteer, with at least 10% extra for walk-ins and replacements. Keep markers beside the badges rather than packing them away.
- Count power points before bringing coffee machines, kettles, laptops, a projector and sound equipment. Take one extension cord and one power strip for each separate equipment area, and test everything before setup.
- Pack signs, chalk markers, the printed programme and table numbers in one labelled box. Put the welcome signage up first, because visitors need directions before activity teams are fully ready.
Frequently asked questions
- How much food and drink do I need for an open day?
- For the first hour, allow two to three drinks per visitor, followed by about one drink per person per hour. For snacks, plan two to four portions per visitor if the open day lasts two to three hours, with extra options for collected dietary requirements.
- How many name badges should I prepare for an open day?
- Prepare one badge for every expected visitor and volunteer, plus at least 10% extra. For 100 expected visitors and 10 volunteers, make at least 121 badges so walk-ins and damaged badges are covered.
- When should I test the projector and sound equipment?
- Test the projector, screen, laptops, microphones and sound system at least one day before the open day if possible. Do a second check 60 to 90 minutes before opening, after all extension cords and power strips are connected.
- How many tables and chairs do I need for an open day?
- Use one table for each registration, information or activity point, then add one spare table for refreshments or overflow. Plan one chair per seated visitor or volunteer and confirm the final count with the floor plan at least 24 hours before setup.
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