Open day shopping list

An open day needs more than coffee and printed programmes. Visitors may arrive in waves, so plan separate supplies for reception, refreshments, presentations and activities. Check registrations and dietary requirements before you order catering, then confirm your stock and equipment a few days before the event. This list covers the practical items that are easy to underestimate, including cups, serving equipment, extension leads and materials for name badges and signs.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 180
High tablesqty 8
Reception desk
Changing room racksqty 4
Tableclothsqty 24
Bollardsqty 12

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 12
Coffee spoonsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Cool bagsqty 4

Equipment

Laptopsqty 6
Projectorsqty 4
Projection screensqty 4
Speakersqty 4
Microphonesqty 3
Extension cordsqty 12
Power stripsqty 12
HDMI cablesqty 8
USB sticksqty 8
Charging stationsqty 4
Password-free routersqty 2

Decorations

Balloonsqty 200
Buntingqty 12
Chalkboardsqty 12
Flower arrangementsqty 8
Photo backdrop
Directional signsqty 20
Post holdersqty 20
Name badge holdersqty 12

Lighting

LED string lightsqty 6
Standing lampsqty 6
Emergency lightsqty 4

Catering

Groceries
- Coffee - 8 packs
- Tea - 12 boxes
- Decaffeinated coffee - 2 packs
- Sugar - 4 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Bitterballen - 400 pieces
- Mini frikandels - 300 pieces
- Vegetarian snacks - 200 pieces
- Vegan snacks - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snack nuts - 6 bags
- Salted popcorn - 6 bags
- Mini muffins - 200 pieces
- Butter cookies - 8 packs
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Cucumbers - 12 pieces
- Carrots - 6 kilograms
- Cherry tomatoes - 5 kilo
- Hummus - 12 tubs
- Herb cream cheese - 10 tubs
- Baguettes - 20 pieces
- Crackers - 12 packs
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Plain hummus - 8 tubs
- Chicken breast slices - 3 kilograms
- Pesto - 8 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Olive oil - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Napkins - 12 packs
- Paper cups - 500 pieces
- Paper plates - 300 pieces
- Wooden stirrers - 500 pieces
- Coffee filters - 300 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 4 rolls
- Cooling packs - 30 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Cleaning sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Trash bags - 100 pieces
- Paper towels - 12 packs
- Bandages - 4 boxes
- AA batteries - 24 pieces

Cleaning

Waste binsqty 18
Outdoor trash binsqty 8
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Vacuum cleanersqty 3
Cleaning cartsqty 2
Toilet brushesqty 8
Rubber glovesqty 12
Laundry basketsqty 4

Paperwork

Program leafletsqty 300
Floor plansqty 250
Registration formsqty 300
Name badgesqty 250
A4 paperqty 2000
Pensqty 60
Markersqty 48
Clipboardsqty 20
Tapeqty 12
Notepadsqty 30

Activities

Experiment materialsqty 8
Craft kitsqty 12
Colored pencilsqty 24
Coloring booksqty 24
Building setsqty 8
Game materialsqty 10
Sports ballsqty 12
Conesqty 24
Stopwatchesqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6
Safety vestsqty 12
Non-slip matsqty 12
Fire extinguishersqty 4
Rope barriersqty 8

Cloakroom

Clothes hangersqty 200
Coat racksqty 4
Coat-check numbersqty 250

Presentation

Presentation boardsqty 16
Flip chartsqty 6
Flip chart paperqty 12
Magnet setsqty 12
Brochure racksqty 12

Tips

Plan around visitor flow rather than one large serving point: have reception supplies, refreshments and presentation equipment ready in their assigned rooms before doors open.
For drinks, allow two to three servings per person during the first hour, then adjust the total for the length of the programme and the registration numbers. Include coffee, tea and water rather than relying on one option.
Order or borrow serving items in sets larger than the registered attendance: keep at least 10% extra cups, glasses, plates and cutlery available for late arrivals, replacements and volunteer use.
Test every laptop, projector, screen, speaker, microphone, HDMI cable and power strip at least one day before the open day. Bring spare extension cords and label the equipment for each room.
Prepare printed programmes, name badges and directional signs before the final setup day. Print a small surplus—around 10% above registrations—so a damaged badge or unexpected visitor does not cause a delay.

Frequently asked questions

What should I buy for an open day?: Plan supplies for reception, refreshments, presentations and activities. Typical requirements include cups, glasses, plates, cutlery, coffee equipment, serving utensils, printed programmes, name badges, signs and audiovisual cables.
How much food and drink do I need for an open day?: Use the registration count and dietary requirements as your starting point. For drinks, allow two to three servings per person in the first hour, then increase the order if the programme lasts several hours or visitors can stay throughout the day.
When should I order catering for an open day?: Confirm catering after registrations and dietary requirements have been checked. Set the final quantity at least 3 to 5 working days before the event, while checking the supplier’s own cancellation and lead-time rules.
How many cups and plates do I need for an open day?: Prepare enough for the expected attendance plus about 10% spare. If 100 people are registered, keep roughly 110 cups, glasses, plates and cutlery sets available, with extra stock for volunteers and replacements.

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