What you need for reopening a public building

A reopening needs more than refreshments and a clean entrance. You need a clear registration point, enough tableware for the programme, and practical supplies for serving, waste and last-minute changes. Plan quantities from your expected attendance and add at least 10% for breakage, spills and unexpected visitors. Buy fresh food close to the event, while arranging rented furniture, coffee machines and access equipment several days ahead.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 160
Buffet tablesqty 4
Registration desk
Coat racksqty 3
Clothes hangersqty 180
Waste binsqty 8

Tableware

Coffee cupsqty 180
Tea glassesqty 180
Water glassesqty 180
Wine glassesqty 120
Dinner platesqty 180
Pastry platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Teaspoonsqty 180
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Serving plattersqty 18
Serving trays with lidsqty 6
Serving tongsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 6
Ice packsqty 24
Aluminum serving traysqty 20

Equipment

Portable speakerqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Presentation screen
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12

Decorations

Balloonsqty 100
Balloon standsqty 4
Ribbonsqty 6
Opening ribbon
Scissors for the openingqty 2
Flower arrangementsqty 8
Tableclothsqty 16
Cable tiesqty 100
Wayfinding signsqty 12
Menu boardsqty 6

Lighting

LED string lightsqty 6

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Groceries
- Coffee beans - 4 kilograms
- Tea bags - 250 pieces
- Decaf coffee - 1 kilogram
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee cream - 6 packs
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Lemons - 12 pieces
- Honey - 2 jars
- Stir sticks - 250 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Toast - 12 packs
- Baguettes - 12 pieces
- Mini sandwiches - 180 pieces
- Whole grain bread - 8 loaves
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Herb butter - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Goat cheese - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Smoked salmon - 1 kilogram
- Vegetarian spread - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 50 pieces
- Pears - 30 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilograms
- Olives - 2 kilograms
- Pickles - 2 jars
- Mixed nuts - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Crackers - 8 packs
- Savory nuts - 6 bags
- Mini quiches - 120 pieces
- Vegetarian puff pastry snacks - 120 pieces
- Meatballs - 150 pieces
- Falafel balls - 120 pieces
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Mayonnaise - 2 bottles
- Sweet chili sauce - 2 bottles
- Garlic sauce - 2 bottles
- Cupcakes - 180 pieces
- Mini brownies - 120 pieces
- Cookies - 8 packs
- Whipped cream - 6 cans
- Paper napkins - 600 pieces
- Coffee filters - 250 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Napkin dispensers - 8 pieces
- Trash bags - 80 pcs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dishwasher tablets - 100 pieces
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Coffee cups to go - 100 pieces
- Ice cubes - 20 kilograms
- Plastic wrap for name labels - 2 rolls
- Adhesive labels - 300 pieces
- Ballpoint pens - 30 pieces
- Notepads - 10 pieces

Tips

For drinks, allow two to three servings per person during the first hour, then one serving per person per additional hour. Keep separate supplies for coffee, tea and water so queues do not build up at one station.
Set out one coffee or tea cup per expected guest, plus 10% extra. For a 100-person reopening, that means at least 110 cups, glasses and pastry plates where each item is used once.
Prepare the registration area with a desk, name badges, pens and printed programme copies before doors open. Print 10% more programmes than confirmed guests and keep them at the registration desk.
Place one waste bin near registration, one near the buffet and one by the exit, then add liners before the first guest arrives. Coat racks and hangers should be ready before opening so coats do not end up on chairs.
Buy or collect chilled and fresh food within 24 hours of the event when possible. Check coolers, ice packs, serving trays and utensils the day before; replacing missing equipment on the event morning is difficult.

Frequently asked questions

How much tableware do I need for a building reopening?: Count one item per guest for single-use pieces and add 10% spare capacity. For 100 guests, prepare about 110 cups, glasses, plates, forks, knives and spoons, adjusting for the actual menu.
How many drinks should I buy for a reopening event?: Allow two to three drinks per person for the first hour and one per person for every following hour. For 100 guests over two hours, plan roughly 300 servings, then divide them between water, coffee, tea and other drinks.
When should I order catering for a public building reopening?: Confirm the catering order at least 7 days before the event, including dietary requirements and serving time. Buy fresh produce within 24 hours of the reopening and keep chilled items in coolers until service.
How many printed programmes and name badges do I need?: Prepare one programme and one name badge per confirmed guest, with 10% extra for late registrations and replacements. Print and sort them at least one day before opening so the registration desk is ready.

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