What you need for an open wedding venue

An open wedding venue needs more than display spaces and a welcome table. Visitors need a clear route, a place to register, refreshments and enough seating to pause between viewings. Shop for serving equipment as well as drinks and snacks, and keep dietary portions separate before guests arrive. This checklist also covers practical details that are easy to arrange too late, including chilled drinks, printed price lists, information leaflets and visible route signs.

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What to bring

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

Furniture

Reception tablesqty 3
Bistro tablesqty 12
Dining tablesqty 10
Chairsqty 100
High tablesqty 8
Lounge chairsqty 12
Lounge tablesqty 4
Changing room rackqty 2
Coat racksqty 4
Stage tablesqty 2
Stoolsqty 20
Waste binsqty 8

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Pastry forksqty 120
Cutlery setsqty 120
Serving utensilsqty 20

Decorations

Tableclothsqty 20
Napkinsqty 150
Flower arrangementsqty 12
Flower vasesqty 12
Welcome sign
Route signsqty 8
Buntingqty 12
Balloon archesqty 2
Tealight holdersqty 30
Photo framesqty 8

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Pouring jugsqty 8
Thermos flasksqty 6
Bottle openersqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Standing lampsqty 4
Lanternsqty 10

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- 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
- Alcohol-free beer - 4 crates
- Beer - 5 crates
- White wine - 12 bottles
- Rosé - 10 bottles
- Red wine - 8 bottles
- Prosecco - 8 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Mini pistolets - 120 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Goat cheese - 1 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Smoked salmon - 1 kilogram
- Hummus - 2 kilograms
- Egg salad - 2 kilograms
- Cucumbers - 3 kilograms
- Tomatoes - 4 kilogram
- Arugula - 1 kilogram
- Bell peppers - 2 kilograms
- Carrots - 3 kilogram
- Celery - 2 heads
- Grapes - 5 kilograms
- Apples - 50 pieces
- Pears - 35 pieces
- Strawberries - 4 kilogram
- Melons - 4 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 3 kilogram
- Olives - 2 kilograms
- Sun-dried tomatoes - 1 kilogram
- Toast - 12 packs
- Crackers - 8 packs
- Puff pastry snacks - 150 pieces
- Mini quiches - 120 pieces
- Vegetable spring rolls - 100 pieces
- Mini meatballs - 150 pieces
- Falafel balls - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Sweet and sour sauce - 2 bottles
- Balsamic dressing - 2 bottles
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Lemon juice - 1 liter
- Vanilla sugar - 500 gram
- Butter cake - 8 pieces
- Mini muffins - 150 pieces
- Mini brownies - 120 pieces
- Cookies - 12 packs
- Whipped cream - 12 aerosol cans
- Napkin paper - 4 packs
- Paper towels - 12 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet paper - 36 rolls
- Hand soap - 6 bottles
- Paper towels - 6 packs
- Air freshener - 4 spray cans

Tips

Plan refreshments around the opening hours, not just the expected visitor count. Chill drinks in advance and allow about two to three drinks per person for the first hour, with extra water available throughout the afternoon.
Count tableware against your busiest expected period. Provide at least one cup or glass per visitor at a time, plus roughly 10% extra for replacements, staff and suppliers.
Keep registration materials separate from catering supplies. Put the visitor list, information leaflets, price lists and supplier contact details at the registration desk so staff can find them without leaving the entrance.
Prepare dietary portions before setting out the buffet. Label them clearly and keep separate serving utensils nearby; this prevents special meals from being mixed up during a busy arrival period.
Buy or collect signage early enough to test the route from the entrance. A welcome sign and route signs should be visible from a distance, and the setup should be complete before the first registration.

Frequently asked questions

What should I buy for an open wedding venue?: Plan for drinks, snacks, coffee and tea, buffet supplies, tableware, napkins and waste bins. You also need signage, information materials, registration supplies and enough tables and chairs for the busiest part of the opening.
How many glasses do I need for an open wedding venue?: Start with one glass or cup per expected visitor at a time, then add about 10% extra for staff, suppliers and breakage. If guests stay for several hours, provide separate water and wine glasses rather than relying on one type.
How early should I chill drinks for an open wedding venue?: Chill drinks at least 12 hours before opening when possible, especially if storage space is limited. Check them again before setup and keep a reserve available for refilling during the afternoon.
What do I need at the registration desk?: Set up the desk with the printed visitor list, registration information, pens and any confirmation details. Put the welcome sign and route signs in place before opening, and finish checking the desk at least 30 minutes beforehand.

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