What you need for a preschool open day

A preschool open day needs more than snacks and coffee. You will need clear signs, name stickers, child-sized tableware, activity materials, safe play areas and a reception setup that can handle families arriving at different times. Plan drinks for both children and adults, and check dietary requirements before shopping. Buy or gather supplies at least two days ahead, then chill drinks and prepare activity materials on the day before visitors arrive.

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What to bring

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

Furniture

Children’s tablesqty 6
Children's chairsqty 30
Adult chairsqty 12
Reception desk
Coat racksqty 3
Play matsqty 6

Tableware

Reusable cupsqty 50
Children's platesqty 40
Adult platesqty 20
Cutlery setsqty 40
Coffee cupsqty 20
Serving traysqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Scissorsqty 3
Coolersqty 3

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 6
Tableclothsqty 6
Directional signsqty 8
Name stickersqty 100

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Cleaning

Waste binsqty 4
Hand brushes and dustpanqty 2
Mopsqty 2
Cleaning glovesqty 4

Activity materials

Colored pencilsqty 10
Wascoqty 10
Paint apronsqty 20
Picture booksqty 20
Building blocksqty 4
Puzzlesqty 10
Bubble solutionqty 6
Craft cupsqty 20
Sticky matsqty 6
Children's apronsqty 20

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea selection - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Cocoa Powder - 1 canister
- Cola - 4 bottles
- Cola Zero - 3 bottles
- Sinas - 3 bottles
- Apple juice - 4 packs
- Multivitamin juice - 4 packs
- Spa Blauw - 6 bottles
- Spa Rood - 3 bottles
- Apples - 4 kilos
- Bananas - 3 kilos
- Grapes - 3 kilos
- Cucumbers - 6 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Rice cakes - 4 packs
- Mini pretzels - 3 bags
- Wholemeal bread - 6 loaves
- Currant buns - 40 pieces
- Butter - 500 grams
- Young cheese - 1 kilo
- Hummus - 4 tubs
- Strawberry jam - 2 jars
- Peanut butter - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Allergen-free cookies - 4 packs
- Lactose-free cookies - 3 packs
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Paper towels - 6 rolls
- Damp cleaning wipes - 6 packs
- Hand soap - 4 bottles
- Hand sanitizer - 3 bottles
- Baking paper - 2 rolls
- Aluminum foil - 1 roll

Tips

Plan two to three drinks per adult for the first hour, plus water or juice for each child. Chill drinks several hours before opening and keep extra supplies in coolers or thermos flasks.
Bring child-sized plates and reusable cups as well as adult tableware. Allow one cup and plate per expected visitor, plus 10% extra for spills and replacements.
Prepare one name sticker for every registered child and adult, with at least 10% spare. Keep them at the reception desk beside the registration information.
For craft activities, portion materials into separate sets before families arrive. Put scissors and other tools at an adult-supervised table rather than leaving them in the play areas.
Pack directional signs, extension cords, power strips and waste bins before loading the room. These are easy to overlook and are difficult to arrange once families are already inside.

Frequently asked questions

What should I buy for a preschool open day?: Plan for drinks, snacks, child and adult tableware, name stickers, craft materials, signs, cleaning supplies and equipment for the reception and play areas. Shop at least 2 days before the open day so missing items can still be replaced.
How many cups and plates do I need for a preschool open day?: Allow one cup and one plate per expected visitor, then add 10% extra. For 40 visitors, prepare at least 44 cups and 44 plates, separating child-sized and adult tableware.
How much food and drink do I need for an open day?: For the first hour, plan 2 to 3 drinks per adult and 1 to 2 child-sized drinks per child. Buy snacks for every registered visitor plus 10% extra, and confirm dietary requirements before shopping.
When should I prepare the materials for preschool activities?: Sort and portion activity materials the day before, then check each activity again 1 to 2 hours before opening. Keep scissors and other potentially unsafe tools under adult supervision.

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