What you need for an opening ceremony

An opening ceremony needs more than refreshments and a microphone. You will need a clear setup for registration, seating, speeches, catering, sound, lighting, and official presentation. This shopping list covers the practical items to buy, hire, or bring, from glasses and serving equipment to cable mats and flagpoles. Check quantities against your guest list and venue layout before ordering, then leave time to receive deliveries, chill drinks, and inspect everything on site.

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What to bring

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

Furniture

Party tentsqty 3
Stage
Speaker table
High tablesqty 12
Buffet tablesqty 8
Registration desk
Chairsqty 180
Tableclothsqty 20
Stoolsqty 12
Crowd barriersqty 12
Barrier tapeqty 4
Changing room screensqty 2
Parasolsqty 6

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 120
Platesqty 200
Cutlery setsqty 200
Serving plattersqty 20
Serving tongsqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music player
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Laptop
Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 6
Food warmersqty 4
Clothes racksqty 2
Umbrella binsqty 2
Walkie-talkiesqty 8
Power banksqty 6
First aid kitsqty 2
Flashlightsqty 4
Fire extinguishersqty 4
Toolboxesqty 2
Cable tiesqty 200
Duct tapeqty 6
Measuring tapesqty 2
Parasol basesqty 6

Lighting

LED light garlandsqty 8
LED construction lightsqty 6
Light standsqty 4

Decorations

Municipal flagsqty 4
Flagpolesqty 2
Balloon archesqty 2
Flower arrangementsqty 8
Ribbon for the opening ceremony
Scissors for the opening ceremony
Photo backdrop
Name badgesqty 200
Badge holdersqty 200
Program bookletsqty 200
Route signsqty 12
Directional signsqty 10
Information boardsqty 6

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea assortment - 250 bags
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Sparkling water - 24 bottles
- Still water - 36 bottles
- Apple juice - 8 cartons
- Alcohol-free beer - 48 bottles
- White beer - 48 bottles
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 kilograms
- Baguettes - 25 pieces
- Mini pistolets - 200 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Young cheese - 4 kilograms
- Brie - 3 kilograms
- Goat cheese - 2 kilogram
- Hummus - 3 kilograms
- Pesto - 1 kilogram
- Smoked salmon - 2 kilogram
- Boiled ham - 3 kilograms
- Roast beef - 2 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Bell peppers - 20 pieces
- Carrots - 4 kilograms
- Celery - 2 kilograms
- Grapes - 8 kilograms
- Apples - 8 kilograms
- Pears - 6 kilogram
- Strawberries - 5 kilograms
- Olives - 3 kilograms
- Pickles - 2 kilograms
- Mixed nuts - 3 kilogram
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 8 bags
- Rice crackers - 6 bags
- Mini quiches - 250 pieces
- Vegetarian wraps - 120 pieces
- Chicken wraps - 120 pieces
- Vegan vegetable skewers - 150 pieces
- Mini meatballs - 200 pieces
- Bitterballen - 250 pieces
- Mustard - 3 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Garlic sauce - 3 bottles
- Brownies - 180 pieces
- Mini muffins - 180 pieces
- Lemons - 3 kilogram
- Fresh mint - 10 bunches
- Herb butter - 2 kilograms
- Olive oil - 2 liters
- Salt - 1 kilogram
- Pepper - 500 grams
- Napkins - 500 pieces
- Cocktail picks - 500 pieces
- Paper straws - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Cleaning wipes - 4 packs
- All-purpose cleaner - 4 bottles

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Scissorsqty 4
Measuring cupsqty 4
Storage binsqty 20
Thermos flasksqty 8
Drink dispensersqty 6
Bottle openersqty 8
Corkscrewsqty 4
Ice tongsqty 4
Serving traysqty 12

Cleaning

Waste binsqty 12
Glass binsqty 3
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 4
Toilet brushesqty 4
Glovesqty 12

Tips

Plan tableware for every expected guest, plus a small buffer of 10% for breakages, spills, and late arrivals. Count wine glasses, water glasses, coffee cups, plates, and cutlery separately.
Allow at least two drink servings per guest for the first hour, then adjust for the length of the ceremony and reception. Arrange chilled drinks before guests arrive rather than relying on delivery timing.
Do not leave the sound setup until the event day. Check that the mixer, speakers, wireless microphones, microphone stands, music player, extension cords, and power strips work together at the venue.
For an outdoor ceremony, include party tents, lighting, cable mats, and enough furniture for the registration desk, stage, speaker table, buffet, and guests. Confirm the layout after checking access routes and emergency exits.
Prepare official presentation items early: municipal flags and flagpoles should be checked for size, condition, and placement before the stage and seating are installed. Keep printed programs and name badges at the registration desk.

Frequently asked questions

How many glasses do I need for an opening ceremony?: Start with one wine glass and one water glass per guest, plus about 10% extra. If coffee is served, add one coffee cup per guest and keep additional cups available for speakers and staff.
How much food and drink should I buy for an opening ceremony?: For the first hour, plan on two to three drinks per guest. For snacks, allow roughly 4 to 6 small portions per person; increase the amount if the ceremony replaces a meal or lasts more than two hours.
When should I arrange sound equipment for the ceremony?: Reserve speakers, a mixer, wireless microphones, stands, and cables at least two to four weeks before the event. Test the complete system at the venue no later than the day before the ceremony.
What should I prepare for an outdoor opening ceremony?: Arrange party tents, suitable lighting, cable mats, power strips, and weather-protected furniture before the event week. Confirm the setup after checking the traffic route, emergency exits, and accessibility, ideally at least seven days in advance.

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