Open Farm Day shopping list

An open farm day needs more than snacks and coffee. Visitors move between animal activities, information points and outdoor seating, so your shopping list must cover serving, signage, shelter and safe crowd flow. Use the final attendance figure to scale food and drinks, then check chilled items, animal feed and power supplies before shopping. Reusable mugs, glasses, plates and cutlery reduce waste, but they also need washing and storage between busy serving periods.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 50
Picnic benchesqty 4
Crowd control barriersqty 12
Clothing rack

Tableware

Reusable mugsqty 100
Reusable drinking glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Serving traysqty 6
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving jugsqty 4
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Mixing bowlsqty 4
Ice packsqty 16

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Animal bannersqty 6
Balloon archesqty 2
Route signsqty 12
Information boardsqty 8
Tablecloth setsqty 8

Children's activities

Coloring pagesqty 250
Colored pencil setsqty 20
Animal stamp setsqty 6
Wooden gamesqty 6
Name stickersqty 250
Animal feed bowlsqty 12

Safety

First aid kit
Hand sanitizing stationsqty 4
Work glovesqty 12

Cleaning

Waste binsqty 10
Bucketsqty 4
Cleaning clothsqty 20
Broom setsqty 3
Mop headsqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 200 bags
- Hot chocolate - 3 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Granulated sugar - 2 kilos
- Sweeteners - 200 pieces
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 6 liters
- Lemonade syrup - 3 bottles
- Ice cubes - 10 kilos
- Mini ice pops - 200 pieces
- White casinobread - 12 loaves
- Wholemeal sandwich bread - 8 loaves
- Gluten-free bread - 2 loaves
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Margarine - 2 tubs
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Apples - 15 kilo
- Bananas - 10 kilo
- Grapes - 8 kilos
- Carrots - 8 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Popcorn - 6 kilos
- Salt sticks - 8 bags
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Mustard - 2 jars
- Allergen stickers - 2 sets
- Hand soap - 8 bottles
- Hand gel - 6 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Paper napkins - 500 pieces
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Animal feed for visitors - 25 kilo
- Disposable gloves - 2 boxes

Tips

Plan two to three drinks per visitor for the first hour, then about one drink per person for each additional hour. Include coffee and tea supplies as well as cold drinks, and pick up chilled products as close to opening time as possible.
Allow one sandwich or substantial snack per visitor, with extra portions for volunteers and late arrivals. Confirm dietary requirements before buying fillings, bread and other ingredients, and keep separate serving tongs available where needed.
Count every outdoor activity area when buying or gathering route signs and information boards. Put signs at entrances, junctions and activity queues rather than relying on one large welcome board.
For a full day outside, provide one reusable mug or glass and one plate per expected visitor, plus at least 10% spare. Match serving trays and tongs to the busiest food station so queues do not depend on one shared utensil.
Check power needs before setup: coffee machines, kettles, a portable speaker and a wireless microphone may require several extension cords and power strips. Test them before visitors arrive, and keep cables away from walkways and animal areas.

Frequently asked questions

How much food do I need for an open farm day?: Budget one sandwich or filling snack per visitor, plus 10% extra for volunteers, children and late arrivals. Add separate options for the dietary requirements collected during registration.
How many cups and plates do I need for an open farm day?: Provide one mug or drinking glass and one plate per expected visitor, then add at least 10% spare. If washing during the event is not possible, plan enough for the busiest serving period rather than the average hour.
When should I buy chilled food for an open farm day?: Buy chilled products on the event day or no more than 24 hours beforehand, depending on the product instructions. Keep them in coolers with ice packs until serving and check storage space before shopping.
What should I prepare for an outdoor open farm day if it rains?: Have party tents ready before opening, with enough covered space for food, registration and at least one waiting area. Check the forecast 24 hours beforehand and again on the morning of the event, then keep route signs and information boards protected from rain.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.