What you need for a political party open day

A political party open day needs more than chairs and refreshments. Visitors move between registration, information stands, presentations and informal conversations, so supplies must support both scheduled sessions and waiting time. This shopping list covers the practical items to buy or bring, from reusable cups and serving trays to microphones, cable mats and name badges. Check quantities against your registration list, room layout and accessibility requirements before placing orders.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 100
Bar stoolsqty 8
Registration desk
Coat racksqty 2
Waste binsqty 8

Equipment

Portable sound system
Wireless microphonesqty 3
Laptopqty 2
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 8
Power banksqty 4

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Party flagsqty 12
Banner fabricqty 6
Tableclothsqty 12
Balloonsqty 100
Balloon ribbonqty 2
Balloon pumpqty 2
Adhesive stripsqty 4
Cable matsqty 10

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitchersqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Serving tongsqty 8
Kitchen towelsqty 12

Catering

Groceries
- Coffee - 6 packs
- Tea bags - 250 pieces
- Decaf coffee - 1 pack
- Sugar - 2 kilograms
- Mints - 1 box
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blue - 72 bottles
- Spa Red - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ice cubes - 15 kilograms
- Baguettes - 20 pieces
- Mini sandwiches - 180 pieces
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Mild cheese - 3 kilograms
- Ham shank - 2 kilograms
- Smoked chicken - 2 kilograms
- Vegan toppings - 2 kilogram
- Herb butter - 10 tubs
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Arugula - 1 kilogram
- Grapes - 6 kilograms
- Apples - 100 pieces
- Bananas - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Rice cakes - 6 packs
- Cookies - 10 packs
- Gluten-free crackers - 4 packs
- Vegan cookies - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Nitrile gloves - 2 boxes

Information

Program bookletsqty 150
Campaign brochuresqty 300
Theme sheetsqty 30
Feedback cardsqty 150
Name badgesqty 120
Badge holdersqty 120
Pensqty 80
Clipboardsqty 12
A4 paperqty 500
A3 paperqty 100
Ballpoint pens for visitorsqty 60
Information boardsqty 12
Directional signsqty 16
Registration listsqty 10

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20

Safety

First aid kit
Flashlightsqty 4
Safety vestsqty 8
Barrier tapeqty 2
Fire blanket

Cloakroom

Cloakroom numbersqty 150
Clothes hangersqty 120
Cloakroom binsqty 4

Transport

Transport cratesqty 20
Hand trucksqty 2
Ratchet strapsqty 6

Tools

Switch keyqty 2
Scissorsqty 6
Tapeqty 10
Cable tiesqty 200

Tips

Plan seating for the busiest session, not just the average turnout. Count one chair per expected seated visitor, then add a small reserve for speakers, volunteers and people who arrive together.
Treat registration as a separate station. Allow one registration desk, name badges, pens and printed programmes, with enough room for visitors to queue without blocking the entrance.
For drinks, count at least two servings per person for the first hour and one additional serving for each following hour. Order extra reusable cups, coffee cups, pitchers and serving trays rather than relying on exactly one per guest.
Test the presentation setup before the open day, including the laptop, projector, screen, sound system and wireless microphones. Bring extension cords, power strips and cable mats; these are often needed only after the room is fully arranged.
Prepare signs and information materials for every stand before delivery day. Adhesive strips, banner fabric, party flags and LED lamps are easy to overlook, but replacing them on the morning of the event is difficult.

Frequently asked questions

What should I buy for a political party open day?: Start with visitor basics: chairs, tables, a registration desk, name badges, programmes, information materials, reusable cups, coffee cups, plates, cutlery and serving equipment. Add a portable sound system, wireless microphones, a laptop, projector, screen, extension cords and power strips for presentations.
How many chairs do I need for an open day?: Use your maximum expected attendance for the busiest programme item, not the registration total alone. Provide one chair per person who should be seated, plus roughly 10% extra for speakers, volunteers and unexpected visitors.
How much catering should I order for a political open day?: For drinks, allow two servings per person during the first hour and one extra serving per person for every additional hour. Confirm dietary requirements before ordering food, and keep a small reserve of cups, plates and cutlery.
When should I buy or order the event supplies?: Order furniture, catering equipment and printed materials at least two weeks before the open day. Test technical equipment and check the complete shopping list no later than 48 hours beforehand, so missing cables, adapters or signage can still be replaced.

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