What you need for an open day at a waste collection station

An open day at a waste collection station needs more than refreshments and a welcome desk. Visitors must be able to find their way safely, follow demonstrations and identify staff without confusion. This shopping list covers the practical supplies for reception, catering, signage, crowd control and on-site communication. Check power access, charging points and shelter before shopping, because these are often arranged too late or in insufficient quantities.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Reception desk
High tablesqty 4
Crowd control barriersqty 12
Conesqty 20

Decorations

Welcome banner
Information bannersqty 6
Buntingqty 6
Tableclothsqty 8
Name badgesqty 30
Pensqty 30
Tapeqty 6
Cable tiesqty 100

Equipment

Megaphone
Laptopsqty 2
Tabletsqty 3
Mobile chargersqty 5
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Handheld microphone
Camera

Tableware

Coffee cupsqty 50
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 10
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6
Food containersqty 8
Ice packsqty 20
Clipboardsqty 10
Markersqty 20

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broomsqty 3
Litter pickersqty 4
Cleaning bucketsqty 3
Mopsqty 3
Hand broomsqty 4

Safety

First aid kitsqty 2
Safety vestsqty 15
Work glovesqty 20
Flashlightsqty 4
Fire extinguishersqty 2

Catering

Groceries
- Coffee - 5 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Coffee biscuits - 8 packs
- Unsalted butter - 2 packs
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Young matured cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 10 tubs
- Halal toppings - 1 kilo
- Margarine - 2 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Cucumbers - 10 pieces
- Tomatoes - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 4 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Ice cubes - 10 bags
- Lemons - 2 kilos
- Herb butter - 10 tubs
- Gluten-free crackers - 4 packs
- Vegan toppings - 6 tubs
- Allergen cards - 30 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Toilet cleaner - 3 bottles
- All-purpose liquid cleaner - 4 bottles

Tips

Plan around two to three drinks per visitor for the first hour, then add water for longer visits. Chill drinks before the event and keep a separate supply for guides and volunteers.
Allow one name badge and one pen for every staff member or volunteer, plus at least 10% extra. Prepare the badges before arrival so registration does not become a queue.
Use cones and barrier fencing to separate visitor routes from working areas and vehicle movements. Check the traffic plan on site and add cable mats wherever extension cords cross a walking route.
For each coffee service point, provide enough cups, glasses, plates and cutlery for one complete serving round, plus 20% spare. Serving spoons are easy to overlook when food is prepared off site.
Bring more charging capacity than the registration desk appears to need: one charger per laptop or tablet in use, with power strips and extension cords ready. Test the microphone and megaphone before visitors arrive.

Frequently asked questions

What should I buy for an open day at a waste collection station?: Plan supplies for four areas: reception, visitor safety, information and catering. Typical items include badges and pens, banners, cones, barrier fencing, tables, chairs, drinks, tableware, coffee equipment and charging supplies.
How many name badges do I need for the open day?: Prepare one badge per guide, volunteer and organiser, then add at least 10% spare. For example, 30 people require 33 badges so replacements are available if someone joins at short notice.
How much catering equipment is needed per visitor?: Provide one cup or glass, plate and cutlery set per planned serving round, with 20% extra for breakage, spills and second servings. For a group of 50 visitors, prepare at least 60 complete place settings.
When should I arrange the shopping and deliveries?: Reserve catering, drinks and rental equipment at least 7 days before the open day. Complete the physical shopping and check deliveries 1 to 2 days beforehand, leaving time to replace missing or damaged items.

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