What you need for an opening of the square

An opening of the square needs more than food and drinks. You also need a clear setup for speeches, enough seating and serving equipment, and a backup for changing weather. Use the final guest count to adjust quantities, then check access, power and cooling before shopping. Several items are easy to arrange too late, especially microphones, extension cords, ice, waste bins and shelter.

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What to bring

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

Furniture

Party tentsqty 3
Buffet tablesqty 6
High tablesqty 10
Foldable tablesqty 8
Folding chairsqty 80
Speaker table
Bar stoolsqty 6
Waste binsqty 8

Equipment

Battery-powered speakersqty 2
Wireless microphonesqty 2
Microphone stand
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Coolersqty 4

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 100
Tea glassesqty 60
Platesqty 180
Dessert platesqty 120
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving spoonsqty 12
Pitchersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolers with iceqty 4
Serving plattersqty 20
Serving tongsqty 10
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Food prep glovesqty 4

Decorations

Municipal flagsqty 4
Buntingqty 8
Balloonsqty 150
Ribbon for the opening moment
Children's scissors
Flower arrangementsqty 6
Tableclothsqty 16
Photo backdrop
Program standsqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Batteriesqty 24
Cable matsqty 8

Cleaning

Broom setsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 30
Toilet brushesqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Barrier tapeqty 4
Non-slip matsqty 8

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 10 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Coffee creamer - 4 packs
- Stirrers - 300 pieces
- Teaspoons - 120 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Snack mix - 4 bags
- Salted breadsticks - 4 packs
- Mini pretzels - 4 bags
- Toast rounds - 8 packs
- Crackers - 6 packs
- Baguettes - 12 pieces
- Mini rolls - 180 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Filet americain - 2 kilos
- Back ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Bell peppers - 3 kilos
- Grapes - 8 kilos
- Apples - 10 kilos
- Bananas - 6 kilos
- Strawberries - 5 kilo
- Melons - 6 pieces
- Mini croissants - 180 pieces
- Mini muffins - 180 pieces
- Apple pie slices - 100 pieces
- Vegan cake slices - 30 pieces
- Gluten-free cookies - 6 packs
- Butter cookies - 8 packs
- Brownies - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 4 jars
- Olives - 4 jars
- Pickles - 3 jars
- Cocktail picks - 500 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Garbage bags - 100 pieces

Tips

Plan for two to three drinks per guest during the first hour, then one drink per person per hour. Buy ice and chillers for the full quantity before the day itself, not when guests are already arriving.
Allow one seat per guest who needs to sit, plus at least one high table for every 8 to 10 standing guests. Reserve folding chairs, buffet tables and a speaking table together so the layout still works in bad weather.
For a short opening programme, prepare one microphone per speaker plus one spare if possible. Check the wireless microphones, stand, mixer, battery-powered speakers, extension cords and power strips at least one day before.
Count tableware against the final guest number: one plate, dessert plate, fork, knife and spoon per guest, with roughly 10 percent extra. Keep serving spoons, pitchers, coffee cups and tea glasses separate from the buffet supplies.
Set aside practical items that are often forgotten: waste bins, power banks, thermos flasks and coolers with ice. If the square is exposed, arrange party tents early and keep a bad-weather layout ready instead of improvising on the day.

Frequently asked questions

How many drinks do I need for an opening of the square?: For the first hour, allow two to three drinks per guest. After that, plan on one drink per person per hour, then add about 10 percent for unexpected guests or slower service.
How much tableware should I buy for the opening?: Start with one plate, dessert plate, fork, knife and spoon per guest, plus 10 percent extra. For drinks, provide at least one reusable glass per guest and add more if glasses cannot be washed or collected during the event.
When should I arrange microphones and speakers?: Reserve the microphones, speakers, mixer and stand at least two weeks before the opening if suppliers are involved. Test every connection, battery and extension cord no later than the day before.
How many chairs and tables are needed for a square opening?: Provide one chair per guest who is expected to sit. As a starting point for standing guests, use one high table for every 8 to 10 people, then add buffet tables, a speaking table and shelter according to the final layout.

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