What you need for Open Monument Day

This shopping list covers the practical supplies for opening a monument to visitors: reception, guided tours, refreshments and clear visitor flow. Plan tableware for the number of guests expected at the busiest hour, not just the total registrations. Check power, presentation and outdoor equipment before the day, especially if tents, projectors or portable sound systems are involved. Keep printed programmes, signs and spare supplies ready before volunteers arrive.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 6
Tablecloth setsqty 10
Clothes racksqty 2
Bollardsqty 12
Queue barriersqty 8

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 12
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Portable sound systemsqty 2
Wireless microphonesqty 2
Laptopsqty 2
Screensqty 2
Projectorsqty 2
Conesqty 20
Route signsqty 20
Info panelsqty 12
Display standsqty 8
Clipboardsqty 8

Lighting

LED construction lightsqty 6
String lightsqty 8
Flashlightsqty 6

Decorations

Buntingqty 8
Flower arrangementsqty 6
Table décorqty 10
Photo framesqty 12
Chalkboardsqty 8
Notice boardsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Small bowlsqty 20
Mixing bowlsqty 4
Serving spoonsqty 12
Kitchen tongsqty 6
Cookie tinsqty 6

Cleaning

Waste binsqty 10
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Business walkie-talkiesqty 6
Safety vestsqty 10

Administration

Cash boxesqty 2
Payment terminalsqty 2
Pensqty 30
Notepadsqty 12
Wristbandsqty 250
Name stickersqty 150
Visitor formsqty 250
Tour listsqty 20
Program bookletsqty 300
Route mapsqty 300
Information leafletsqty 300

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Cheese cubes - 3 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Butter - 1 kilo
- Honey - 2 jars
- Strawberry jam - 2 jars
- Peanut butter - 2 jars
- Baguettes - 12 pieces
- Multigrain bread - 8 loaves
- Mini sandwiches - 250 pieces
- Mini croissants - 150 pieces
- Raisin buns - 100 pieces
- Gluten-free bread - 4 loaves
- Vegan sandwiches - 50 pieces
- Cucumber - 3 kilos
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 6 kilos
- Pears - 4 kg
- Bananas - 4 kilos
- Mandarins - 4 kilo
- Strawberries - 3 kilos
- Nut mix - 2 kilo
- Raisins - 1 kilo
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Salted crackers - 8 packs
- Cookies - 8 packs
- Spiced cookies - 8 packs
- Stroopwafels - 10 packs
- Mini muffins - 150 pieces
- Apple pie - 6 pieces
- Vegan cake - 4 pieces
- Gluten-free cookies - 6 packs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Herb mix - 3 jars
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Cleaning wipes - 24 pieces

Tips

Prepare at least one reception table with a tablecloth, printed programmes, pens and clear signage. Add a second table if visitors will register, collect tickets or receive different tour-group instructions.
For refreshments, count one cup or glass per planned serving and keep a 10–15% reserve. Coffee pots, thermos flasks, kettles and water jugs are easy to overlook when catering is split between rooms.
Test every projector, screen, laptop, microphone and portable sound system in the actual rooms at least one day before opening. Pack extension cords and power strips separately, and bring at least one spare cable for each presentation setup.
If visitors wait outside or move between buildings, arrange party tents, queue barriers or bollards before the first tour starts. Allow enough chairs for people who cannot stand through the full waiting period.
Set aside a separate box for cups, plates, forks, knives, spoons and serving spoons. Label it by location so volunteers do not take the reception supplies to the catering area during the busiest hour.

Frequently asked questions

What tableware do I need for Open Monument Day?: Plan one cup or glass per guest per serving, plus a 10–15% reserve. For a 100-person peak, that means roughly 110 coffee cups, tea glasses or water glasses as needed, along with matching plates and cutlery.
How many chairs should I prepare for an Open Monument Day tour?: Prepare seats for everyone expected to wait at the busiest moment, with extra seating for visitors who cannot stand for long. A practical starting point is one chair per expected seated visitor, plus 10% spare if space allows.
When should I test the equipment for Open Monument Day?: Test laptops, screens, projectors, microphones, sound systems and power connections at least one day before the event. Repeat a short check 60 minutes before opening after the equipment has been moved into position.
How much printed material should I bring?: Print one programme or visitor sheet for each expected group member, plus 10–15% extra for walk-ins, damaged copies and last-minute changes. Keep a separate stack at reception and give guides only the number needed for their groups.

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