What you need for a Provincial House open day

A Provincial House open day needs more than coffee and printed invitations. Visitors move through guided tours, registration, presentations and information points, so supplies must be ready at each stage. Plan tableware and drinks for the expected attendance, plus equipment for maps, schedules and presentations. This checklist also covers the items people often arrange too late: labelled dietary meals, working microphones, extension cords, coat storage and clearly marked waste bins.

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What to bring

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

Furniture

Information desksqty 4
Foldable tablesqty 18
Chairsqty 180
Bar stoolsqty 12
Buffet tablesqty 6
Coat racksqty 4
Waste binsqty 12

Equipment

Laptopsqty 6
Screensqty 4
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Speakersqty 4
Extension cordsqty 10
Power stripsqty 8
Charging stationsqty 3

Tableware

Coffee cupsqty 180
Glassesqty 240
Platesqty 240
Cutlery setsqty 240
Serving plattersqty 18
Serving spoonsqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 10
Coolersqty 8
Cutting boardsqty 6
Bread knivesqty 6
Serving tongsqty 12

Decorations

Buntingqty 12
Balloonsqty 200
Tableclothsqty 24
Chalkboardsqty 10
Flower arrangementsqty 8
Name badgesqty 80
Badge holdersqty 80
Directional signsqty 20
Program boardsqty 8

Lighting

LED string lightsqty 8
LED lampsqty 12

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Milk - 20 liters
- Oat milk - 8 liters
- Lemons - 3 kilogram
- Spa Blauw - 12 bottles
- Sparkling water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 20 kilograms
- Mini rolls - 350 pieces
- Whole wheat bread - 12 loaves
- Mini croissants - 250 pieces
- Butter - 3 kilograms
- Young cheese - 5 kilogram
- Aged cheese - 3 kilograms
- Cooked ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 4 kilogram
- Tomatoes - 4 kilogram
- Lettuce - 12 heads
- Peppers - 3 kilograms
- Grapes - 8 kilograms
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snack mix - 8 bags
- Cookies - 12 packs
- Brownies - 250 pieces
- Mini muffins - 250 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Allergy-free crackers - 6 packs
- Gluten-free sandwich rolls - 30 pieces
- Vegan toppings - 2 kilogram
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Napkins - 600 pieces
- Stirrers - 300 pieces
- Coffee filters - 4 packs
- Trash bags - 80 pcs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 12 bottles
- Hand sanitizer - 8 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper towels - 12 packs

Office supplies

Printer paperqty 5
Pensqty 40
Markersqty 12
Clipboardsqty 20
Tapeqty 8
Scissorsqty 6
Staplersqty 4
Staplesqty 8

Cleaning

Broomsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Waste sorting binsqty 6

Safety

Flashlightsqty 6
Safety vestsqty 20
Barrier tapeqty 4
Non-slip matsqty 8

Tips

Plan two to three drinks per visitor for the first hour, then add one drink per person for each additional hour. Chill part of the supply in coolers and keep the rest ready as backup.
Prepare one printed map and tour schedule per visitor, plus at least 10% extra copies. Put spare copies at the reception desk so late registrations do not disrupt the check-in.
Set aside one name badge for every registered visitor and bring at least 10% extra blanks. Label dietary meals before catering arrives and keep them separate from the general buffet.
Test every laptop, screen, projector, wireless microphone and speaker at least one day before the open day. Pack extension cords, power strips and charging stations where guides and presenters will actually use them.
Allow one coffee cup, glass, plate and cutlery set per guest, with at least 10% extra for replacements. Check that coffee machines, kettles, thermos flasks, serving tongs and serving spoons are available before tables are set.

Frequently asked questions

How many drinks do I need for a Provincial House open day?: Plan for two to three drinks per person during the first hour and one additional drink per person for every hour after that. Add around 10% extra for volunteers, guides and unexpected visitors.
How many printed maps and schedules should I prepare?: Print one map and one tour schedule for each registered visitor, then add 10% extra copies. Have the final print run ready at least one working day before the open day.
When should I prepare equipment for the open day?: Test laptops, screens, projectors, microphones and speakers at least 24 hours beforehand. Check extension cords, power strips and charging stations again during setup on the morning of the event.
How much tableware is needed for the catering?: Provide one coffee cup, glass, plate and cutlery set per expected guest, plus 10% spare. For a buffet, also prepare serving platters, serving spoons and serving tongs before food is delivered.

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