What you need for Open Monument Day

Open Monument Day needs more than coffee and printed programmes. Visitors may arrive in waves, wait for guided tours and move between rooms, so plan serving equipment, seating, signs and registration supplies around your opening hours. This shopping list covers the practical items for welcoming visitors, serving refreshments and keeping the site orderly. Check access, power and weather before shopping: extension cords, umbrella bins and extra signs are easy to overlook until the doors open.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Bar stoolsqty 4
Clothes racksqty 2
Waste binsqty 8
Umbrella binsqty 2
Folding chairsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Handheld megaphone
Tablet for registration
Camera

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving plattersqty 10
Thermos flasksqty 6
Water jugsqty 6
Serving traysqty 6

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Buntingqty 6
Flagsqty 12
Photo framesqty 12
Chalkboardsqty 6
Table numbersqty 10

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Serving tongsqty 6
Cooling platesqty 4
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Litter pickersqty 2
Cleaning glovesqty 8
Toilet brushesqty 2
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Mini cheese straws - 4 packs
- Toast rounds - 8 packs
- Whole grain crackers - 6 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Grapes - 5 kilograms
- Apples - 50 pieces
- Pears - 30 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilograms
- Bell peppers - 12 pieces
- Olives - 6 jars
- Pickles - 4 jars
- Mixed nuts - 3 kilogram
- Raisins - 2 kilograms
- Gluten-free crackers - 4 packs
- Vegan spread - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Herb butter - 6 tubs
- Unsalted butter - 2 kilograms
- Baguettes - 20 pieces
- Mini rolls - 150 pieces
- Puff pastry snacks - 200 pieces
- Mini quiches - 150 pieces
- Apple pie - 6 pies
- Whipped cream - 12 aerosol cans
- Cookies - 10 packs
- Stroopwafels - 10 packs
- Paper napkins - 1000 pieces
- Coffee filters - 2 boxes
- Stirrers - 500 pieces
- Teaspoons - 200 pieces
- Paper cups - 300 pieces
- Cardboard dessert plates - 300 pieces
- Bamboo skewers - 500 pieces
- Coffee creamer cups - 300 pieces
- Trash bags - 100 pieces
- Organic waste bags - 30 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Information

Program bookletsqty 250
Floor plansqty 250
Name stickersqty 100
Pensqty 30
Clipboardsqty 8
Information boardsqty 12
Route arrowsqty 30
Visitor passesqty 250
Volunteer badgesqty 30
Wristbandsqty 250

Children's activity

Coloring pagesqty 100
Colored pencilsqty 30
Markersqty 30
Sketchbooksqty 20
Pencilsqty 30
Erasersqty 20
Pencil sharpenersqty 10

Safety

First aid kit
Flashlightsqty 4
Barrier tapeqty 4
Non-slip matsqty 6
Emergency exit signsqty 8
High-visibility vestsqty 12

Transport

Transport cartsqty 2
Storage cratesqty 12
Ratchet strapsqty 6

Tools

Hammerqty 2
Screwdriversqty 2
Cable tiesqty 200
Duct tapeqty 4
Scissorsqty 6
Measuring tapeqty 2
Parasol basesqty 4
Entrance matsqty 6

Tips

Plan around your busiest arrival period, not your average attendance. Have enough cups, glasses and plates for one busy serving round, plus at least 10% extra so volunteers are not washing up during guided tours.
Keep hot drinks moving with coffee machines, kettles and thermos flasks. Set up at least one refreshment point near registration, and check the available sockets before bringing extension cords and power strips.
Visitors often miss the tour meeting point in a historic building. Print the floor plan and prepare large signs before the event; pack tape or other fixing supplies with them so signs can be put up immediately.
Rain changes the entrance routine quickly. Put umbrella bins by the main entrance and keep a dry, clearly labelled place for spare signage and registration materials rather than leaving them on the floor.
Do not leave the shopping until the final day. Buy non-perishable serving items and decorations several days ahead, then chill drinks and portion snacks on the day before or the morning of the event.

Frequently asked questions

How much food and drink do I need for Open Monument Day?: For the first hour, allow roughly 2 to 3 drinks per visitor, then about 1 drink per person for each additional hour. Plan snacks for around 1 to 2 portions per visitor, with extra water available throughout the opening period.
How many cups and plates should I buy for Open Monument Day?: Start with one cup or glass and one plate per expected visitor during the busiest serving period, then add at least 10% spare. Add more if washing up will not be possible during the event.
When should I prepare signs and the floor plan?: Print and check the floor plan and directional signs at least 2 days before opening. Put them up after access and room layouts are confirmed, ideally on the morning before visitors arrive.
What should I check before buying electrical equipment?: Check the venue's available sockets and power limits at least 1 week beforehand. Count every coffee machine, kettle, cooler and registration device, then bring enough extension cords and power strips to keep cables away from visitor routes.

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