What to buy for an open house evening

An open house evening needs more than snacks and drinks. You will also need practical supplies for the reception table, buffet, coffee station, seating, directions and waste. Plan quantities around your confirmed registrations, then add a small buffer for walk-ins and spills. Buy fresh food close to the event, while arranging reusable equipment and printed materials several days ahead.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Coat racksqty 2
Buffet tablesqty 3
Waste binsqty 5

Tableware

Coffee cupsqty 60
Drinking glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Small bowlsqty 10
Pitchersqty 6
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2
Microphone

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Serving spoonsqty 4
Bread knivesqty 2

Decorations

Tableclothsqty 8
Welcome sign
Wayfinding signsqty 6
Name stickersqty 80
Buntingqty 8
Markersqty 12

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea selection - 3 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Multivitamin juice - 4 packs
- Lemonade syrup - 2 bottles
- Mini rolls - 80 pieces
- Whole wheat rolls - 30 pieces
- Gluten-free rolls - 10 pieces
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Back ham - 1,5 kilogram
- Hummus - 1 kilogram
- Vegan vegetable spread - 4 tubs
- Strawberry jam - 2 jars
- Cucumbers - 4 pieces
- Tomatoes - 2 kilograms
- Iceberg lettuce - 4 heads
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 3 bags
- Popcorn - 3 bags
- Salty breadsticks - 3 bags
- Rice cakes - 3 packs
- Olives - 4 jars
- Pickles - 3 jars
- Assorted cookies - 6 packs
- Brownies - 60
- Apples - 5 kilograms
- Grapes - 3 kilograms
- Bananas - 3 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Sponges - 12 pieces
- All-purpose cleaner - 2 bottles
- Disinfecting cleaner - 2 bottles
- Trash bags - 3 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan two to three drinks per guest for the first hour, then add water and non-alcoholic options. Chill drinks in coolers before guests arrive rather than relying on the room refrigerator.
For an open house with standing guests, allow one plate, one glass and one set of cutlery per person, plus roughly 10% extra. Small bowls, serving trays, tongs and serving spoons prevent guests from using the wrong utensils.
Set up coffee and tea for the full arrival period: provide one cup per guest, enough thermos flasks for continuous service, and spare supplies for at least two hours. Check coffee machines, kettles, extension cords and power strips before shopping.
Buy sandwiches and other fresh items as late as practical, ideally on the day itself. Prepare separate serving areas or clearly marked dishes when registrations include dietary requirements.
Do not leave signage and name stickers until the last hour. Bring the welcome sign, direction boards, tablecloths, bunting and waste bins together so the reception and buffet areas can be set up in one pass.

Frequently asked questions

What should I buy for an open house evening?: Buy drinks, coffee and tea, snacks, sandwiches, plates, glasses, cups, cutlery and serving items. Also check supplies for the reception table, signage, seating, waste and any equipment needed for preparation and power.
How many drinks do I need for an open house?: Allow two to three drinks per guest during the first hour, then adjust for the expected length of the evening. Add water and non-alcoholic choices, and keep about 10% extra for walk-ins and spills.
How much tableware do I need for an open house evening?: Plan one plate, glass, cup and cutlery set per registered guest, plus at least 10% extra. If guests will stay for several hours, provide spare cups and glasses so the tables do not depend on constant washing.
When should I buy food for an open house evening?: Buy shelf-stable drinks, disposables and equipment several days ahead. Purchase sandwiches and other fresh products on the day of the event where possible, after checking registrations and dietary requirements.

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