What you need for Open Monument Day

Use this shopping list to prepare an Open Monument Day with guided tours, visitor registration and refreshments on site. Plan supplies around the number of visitors, volunteers and tour groups rather than buying everything in equal quantities. Drinks, coffee equipment, printed route information, signs and power supplies are easy to overlook until the day before. Check opening times, access routes and the monument manager’s requirements before placing orders.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Beer tablesqty 4
High tablesqty 4
Tableclothsqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 6

Decorations

Buntingqty 8
Dutch flagsqty 4
Flower arrangementsqty 6
Chalkboardsqty 6
Table signsqty 12

Equipment

Megaphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable walkie-talkiesqty 6
Power banksqty 4

Lighting

LED lampsqty 8
Outdoor lightsqty 4
Flashlightsqty 6

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Spongesqty 12
Microfiber clothsqty 20

Safety

First aid kitsqty 2
Business vestsqty 10
Bollardsqty 12
Barrier tapeqty 4

Catering

Information desk
Cash box
Name stickersqty 150
Program leafletsqty 200
Notepadsqty 10
Ballpoint pensqty 30
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 3 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Coffee milk - 6 packs
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Ice cubes - 12 bags
- Stirrers - 300 pieces
- Paper napkins - 500 pieces
- Coffee filters - 2 packs
- Teaspoons - 150 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Ham - 1 kilo
- Vegetarian spread - 8 tubs
- Hummus - 8 tubs
- Baguettes - 20 pieces
- Mini rolls - 150 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Grapes - 5 kilos
- Apples - 100 pieces
- Bananas - 60 pieces
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 8 bags
- Cookies - 12 packs
- Gluten-free crackers - 4 packs
- Allergen labels - 2 rolls
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Trash bags - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Disposable gloves - 4 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Labels - 4 sheets

Tips

Plan around two to three drinks per visitor for the first hour, then add roughly one drink per person for each additional hour. Keep extra water available for guides, volunteers and visitors walking between locations.
For coffee service, allow one cup per expected coffee drinker plus about 10% spare cups. Prepare enough thermos flasks and kettles to refill during the busiest arrival period instead of relying on one coffee machine.
Buy or borrow serving ware according to your catering format, and add at least 10% extra plates, cups, glasses and cutlery. Serving platters, trays and spoons are often forgotten because they are not part of the food order.
Prepare route signs, programme brochures and information signs before the event day. Bring spare signs, chalkboards and table signs so a changed entrance or tour route does not leave visitors guessing.
Check power needs for coffee machines, kettles, lighting and charging before the site opens. Take extension cords, power strips, LED lamps and charged power banks, and test walkie-talkies at least one day in advance.

Frequently asked questions

How many drinks do I need for Open Monument Day?: Start with two to three drinks per visitor for the first hour, then allow one additional drink per person for every extra hour. Add around 10% spare stock, especially if visitors will walk between sites or tours.
How much coffee should I buy for Open Monument Day?: Estimate one coffee serving for each expected coffee drinker during the busiest period, plus 10% extra. Have enough cups for the full attendance figure, not just the number of people who pre-register.
When should I order signs and programme brochures?: Order print materials at least 10 to 14 days before Open Monument Day so there is time to check the route, opening hours and tour schedule. Keep a small spare batch for damaged or relocated signs.
How many chairs and tables are needed for Open Monument Day?: Provide seating for the number of visitors expected to wait, eat or drink at the same time, rather than for total attendance. As a starting point, plan seats for roughly 20% of visitors at once and add standing tables for short stays.

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.