What you need for a recycling company open day

A recycling company open day needs more than refreshments and a few chairs. Visitors must be welcomed, kept on a clear tour route and given reliable information without creating safety bottlenecks. This shopping list covers the practical items for registration, catering, presentations, crowd control and temporary facilities. Use your expected visitor capacity to decide quantities, then confirm weather-sensitive supplies and equipment before the event week.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Folding chairsqty 80
High tablesqty 6
Bar stoolsqty 12
Tableclothsqty 12
Reception desk
Brochure racksqty 6
Bollardsqty 16
Barrier tapeqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4
Teapotsqty 3
Water jugsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 6
Power stripsqty 8
Speakersqty 2
Microphone
Laptop
Monitor screen
HDMI cablesqty 2
Power banksqty 4

Lighting

LED light stringsqty 6
Work lightsqty 4
Battery lampsqty 8

Decorations

Company bannersqty 6
Flagsqty 12
Balloonsqty 100
Balloon pumpqty 2
Plantsqty 12
Chalkboardsqty 8
Chalk markersqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Thermos flasksqty 6
Pliersqty 8
Portion scoopsqty 6
Serving traysqty 8
Ice packsqty 24

Sports equipment

Children's craft tablesqty 3
Craft matsqty 6
Sorting traysqty 8
Educational waste cardsqty 4
Colored pencil setsqty 10

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 24
Hand broomsqty 6
Work glovesqty 20
Safety vestsqty 20
Safety gogglesqty 20
Hearing protectionqty 12
First aid kitqty 2
Hand sanitizer dispensersqty 6
Liquid dispensersqty 6

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 4 packs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Flat mineral water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Lemons - 3 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilogram
- Bell peppers - 3 kilograms
- Grapes - 4 kilograms
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Melons - 4 pieces
- Whole wheat bread - 12 loaves
- White sandwich loaves - 8 loaves
- Whole grain rolls - 80 pieces
- White buns - 80 pieces
- Whole wheat wraps - 40 pieces
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Chicken breast slices - 2 kilograms
- Cooked ham - 2 kilograms
- Hummus - 2 kilograms
- Dairy spread - 1 kilogram
- Peanut butter - 2 jars
- Jam - 3 jars
- Iceberg lettuce - 8 heads
- Arugula - 8 bags
- Potato salad - 4 kilogram
- Pasta salad - 4 kilograms
- Savory tart slices - 100 pieces
- Mini quiches - 100 pieces
- Falafel balls - 100 pieces
- Vegetarian sausage rolls - 80 pieces
- Chicken skewers - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salty crackers - 8 packs
- Rice cakes - 6 packs
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Pickles - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Italian herbs - 1 canister
- Olive oil - 2 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant - 4 bottles
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Rubber cleaning gloves - 8 pairs
- Trash bags for residual waste - 100 pieces
- PMD waste bags - 60 pieces
- Paper waste bags - 40 pieces
- Glass waste bags - 30 pieces
- Green waste bags - 20 pieces
- Paper towels - 12 packs
- Tissues - 12 packs

Tips

Allow at least one reusable cup, coffee cup, plate and cutlery set per expected visitor, plus roughly 10% extra for breakage, replacements and visitors taking a second drink.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water jugs and coolers if guests will spend time outdoors or on the tour route.
Order tables and chairs for the welcome and catering areas separately from the tour route. Keep walkways clear, and use bollards and barrier tape anywhere visitors could enter a restricted or unsafe area.
Check every presentation item at least 48 hours before opening: laptop, monitor screen, HDMI cables, speakers, microphone, power strips and extension cords. Keep power banks available for registration devices or staff phones.
Print visitor signs, tour-group information and safety instructions before the final reminder goes out. Prepare name badges and place brochure racks at reception so staff are not sorting materials while guests arrive.

Frequently asked questions

How many cups and plates do I need for an open day?: Start with one reusable cup, coffee cup, plate and cutlery set per registered visitor, then add 10% extra. For 100 visitors, that means at least 110 of each item where practical.
How much food and drink should I buy for a company open day?: For drinks, plan two to three per person during the first hour and one per person for every later hour. Confirm the catering order after registrations close and include dietary requirements in the final order.
How early should I arrange tents, toilets and furniture?: Reserve party tents, tables, chairs and toilet facilities as soon as the date and expected capacity are known, preferably at least four weeks before the open day. Recheck the delivery and setup time during the week before the event.
What equipment should I test before the open day?: Test the laptop, monitor screen, HDMI cables, speakers and microphone at least 48 hours beforehand. Also check extension cords, power strips and power banks, and keep backup cables available on the day.

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