What you need for a power plant open day

A power plant open day needs more than refreshments and printed invitations. Visitors may need helmets, safety glasses, hearing protection and high-visibility vests, while guides need clear route signs, radios and clipboards. Plan equipment for demonstrations and presentations separately from visitor supplies, and keep cables, queues and restricted areas controlled. Use your expected visitor capacity to calculate badges, drinks, seating and protective equipment before ordering or collecting anything.

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What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 10
Chairsqty 80
High tablesqty 6
Tableclothsqty 12
Bollardsqty 12
Queue barriersqty 10

Equipment

Laptopsqty 3
Screensqty 3
Projector
Projection screen
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Power banksqty 4

Safety

Safety helmetsqty 40
Safety gogglesqty 40
Hearing protectionqty 40
Safety vestsqty 20
Barrier tapeqty 6
First aid kitsqty 3
Flashlightsqty 6
Fire extinguishersqty 4

Communication

Walkie-talkiesqty 8
Name badgesqty 80
Clipboardsqty 8
Pensqty 30
Visitor badgesqty 400
Information leafletsqty 400
Floor plansqty 250
Program flyersqty 300
Route signsqty 20
Info panelsqty 12
Visitor listsqty 8

Tableware

Reusable coffee cupsqty 150
Reusable drinking cupsqty 250
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Coffee potsqty 4
Teapotsqty 3
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Serving spoonsqty 8
Thermos flasksqty 6
Ice packsqty 24

Decorations

Buntingqty 10
Balloonsqty 100
Balloon weightsqty 10
Table décorqty 12

Lighting

LED lampsqty 12
Outdoor string lightsqty 4

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Broom setsqty 3

Catering

Groceries
- Coffee beans - 5 kilograms
- Assorted Tea Bags - 300 pieces
- Black tea - 100 tea bags
- Herbal tea - 100 bags
- Green tea - 100 bags
- Sugar sticks - 400 pieces
- Sweeteners - 200 pieces
- Milk - 15 liter
- Oat milk - 6 liters
- Cocoa powder - 1 kilogram
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Iced tea - 18 bottles
- Spa Blauw - 120 bottles
- Spa Red - 48 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Lemons - 30 pieces
- Ice cubes - 20 kilograms
- Mini bread rolls - 250 pieces
- Whole grain mini rolls - 150 pieces
- Croissants - 120 pieces
- Butter - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 3 kilograms
- Brie - 2 kilograms
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Turkey breast - 2 kilograms
- Ham - 2 kilograms
- Tomatoes - 3 kilograms
- Cucumbers - 8 pieces
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Red onions - 2 kilograms
- Cherry tomatoes - 3 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snack mix - 8 bags
- Rice crackers - 6 packs
- Mixed nuts - 4 kilograms
- Raisins - 2 kilograms
- Cookies - 15 packs
- Mini muffins - 150 pieces
- Brownies - 120 pieces
- Gluten-free crackers - 6 packs
- Gluten-free cookies - 6 packs
- Vegan wraps - 40 pieces
- Vegan toppings - 2 kilogram
- Vegan muffins - 40 pieces
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Pesto sauce - 1 kilogram
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Spice mix - 250 grams
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Trash bags for residual waste - 100 pieces
- Plastic trash bags - 50 pieces
- Paper trash bags - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfecting cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Sponges - 20 pieces
- Rubber gloves - 12 pairs
- Bandages - 4 boxes
- Paper tissues - 20 packs

Tips

Prepare protective equipment for every visitor entering operational or restricted areas, plus a small reserve for late registrations and replacements. Keep helmets, goggles, hearing protection and safety vests together at the access point.
Give each guide a radio or another agreed communication method, and provide clipboards and pens for visitor lists, dietary information and incident notes. Test communication across the full tour route before doors open.
Set up barriers, bollards and barrier tape before the first visitor arrives. Leave clear access for emergency services and use route signs at every turn, entrance, queue point and restricted area.
Allow at least one working power outlet and one spare extension lead for each presentation or demonstration area. Secure extension cords with cable trays, and charge power banks and wireless equipment overnight.
Order catering from the registration count, then add a practical reserve for walk-ins and volunteers. Chill drinks several hours before opening, and keep non-perishable supplies separate so they can be set up the day before.

Frequently asked questions

What safety equipment do I need for a power plant open day?: Provide one safety helmet, pair of safety goggles, hearing protection set and safety vest per visitor who enters a controlled area. Add at least 10% spare equipment, and confirm any plant-specific requirements with the site safety lead before ordering.
How many name badges should I prepare for an open day?: Prepare one visitor badge for every registered guest, plus at least 10% extra for walk-ins, damaged badges and staff changes. Print visitor lists and pack badges by tour group at least one day before the event.
How much AV and power equipment is needed for the tours?: Use one laptop and presentation setup for each separate presentation point, with a projector and screen where the room requires projection. Bring at least one spare extension cord and power bank per active area, and test every setup on the day before opening.
When should I buy supplies for a power plant open day?: Order protective equipment, barriers, tables and AV equipment at least 2–3 weeks ahead if they must be hired or delivered. Buy fresh catering supplies closer to the event, chill drinks several hours beforehand and set up non-perishable items the previous day.

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