What you need for an open house evening

An open house evening needs more than drinks and snacks. Plan for a reception desk, name stickers, clear signs, presentation equipment and enough tableware for guests arriving and leaving at different times. As a starting point, allow two to three drinks per person during the first hour, then one drink per person per hour. Buy or borrow items early when they affect room setup, coffee service or presentations.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 100
Reception desk
Stoolsqty 8
Coat racksqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 4
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Projectorqty 2
Projection screensqty 2
Laptopsqty 3
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 6

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 14
Flower arrangementsqty 8
Name badgesqty 120
Adhesive tapeqty 6
Painter's tapeqty 6
Information boardsqty 12
Directional signsqty 20

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Trash binsqty 10

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 2 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Lemon soda - 5 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Mini cheese sandwiches - 40 pieces
- Mini ham sandwiches - 40 pieces
- Vegetarian mini sandwiches - 40 pieces
- Mini vegan sandwiches - 20 pieces
- Vegetable wraps - 40 pieces
- Chicken wraps - 40 pieces
- Mini quiches - 40 pieces
- Vegetarian mini quiches - 30 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted sticks - 3 bags
- Mixed nuts - 2 bags
- Popcorn - 3 bags
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 6 packs
- Cucumber - 6 pieces
- Cherry tomatoes - 6 tubs
- Carrots - 4 bags
- Hummus - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Jam - 2 jars
- Butter - 4 tubs
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Pink cakes - 60 pieces
- Mini stroopwafels - 6 packs
- Sugar waffles - 40 pieces
- Napkins - 500 pieces
- Paper straws - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Compostable trash bags - 30 pieces
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Tea towels - 12 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 packs
- Coffee filters - 2 boxes
- Disposable cups for emergency use - 100 pieces
- Diet labels - 40 pcs

Tips

Plan drinks by arrival time rather than total attendance: allow two to three drinks per guest for the first hour, then one per person per hour. Chill the first batch before doors open and keep extra drinks accessible without blocking the walking route.
Buy snacks that can be served without a knife and fork, then add serving platters, tongs, cutting boards and knives for anything that needs portioning. Set out roughly two to four small bites per guest per hour and keep dietary options clearly marked.
Count coffee cups, glasses, plates and cutlery against your maximum number of guests, not the number expected in each room. A practical minimum is one complete setting per guest plus about 10% extra for dropped items and overlapping sessions.
Do not leave presentation equipment until the evening itself. Check the projector, screen, laptop, speakers, microphones, extension cords, power strips and charging cables together at least one day beforehand, and keep the cables out of the main walking route.
Reception supplies are easy to overlook: prepare the registration list, name stickers, pens and information signs before guests arrive. Put coat racks near the entrance and keep keys, access details and room signs with the person opening the venue.

Frequently asked questions

How many drinks do I need for an open house evening?: Allow two to three drinks per person for the first hour, followed by one drink per person per hour. For 30 guests over three hours, that is about 120 drinks before allowing extra for staff or unusual demand.
How much food should I buy for an open house evening?: For light refreshments, plan on two to four small bites per guest per hour. For 30 guests staying for two hours, buy or prepare roughly 120 to 240 bite-sized portions, including clearly labelled dietary options.
How many cups and glasses do I need for an open house?: Start with one cup and one glass per guest, then add 10% extra. For 30 guests, prepare at least 33 cups and 33 glasses, unless you have a reliable washing system during the evening.
When should I prepare the equipment for an open house evening?: Test the projector, laptop, speakers, microphones and power connections at least one day before the event. Chill drinks, prepare snacks and set out registration materials on the day, ideally 60 to 90 minutes before opening.

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