What you need for a restaurant open day

A restaurant open day needs more than tasting plates and a tidy dining room. You will need enough crockery, glasses, serving equipment, coffee supplies and chilled drinks for visitors arriving throughout the day. Set aside items for the entrance, buffet and allergen information so guests can move through the space without stopping staff. This checklist also helps you spot equipment that needs testing or hiring before the doors open.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Buffet tablesqty 3
Clothing rack

Tableware

Dinner platesqty 80
Dessert platesqty 80
Glassesqty 100
Coffee cupsqty 60
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Coolersqty 3
Hot traysqty 4
Wireless microphone
Speakersqty 2
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Kitchen tongsqty 4
Aluminum foilqty 2

Decorations

Tableclothsqty 10
Flower arrangementsqty 8
Buntingqty 6
Balloonsqty 50
Balloon pump
Name badgesqty 80
Menusqty 20
Allergen cardsqty 20
Directional signsqty 6

Cleaning

Waste binsqty 6
Mop setsqty 2
Bucketsqty 3
Dish brushesqty 4

Lighting

LED string lightsqty 4

Catering

Groceries
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Butter - 500 grams
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Back ham - 1,5 kilogram
- Smoked chicken breast - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Tomatoes - 3 kilograms
- Cucumbers - 8 pieces
- Arugula - 500 grams
- Mixed salad - 1.5 kilograms
- Bell peppers - 2 kilograms
- Red onions - 1 kilogram
- Mushrooms - 1,5 kilogram
- Carrots - 2 kilogram
- Celery - 1 bunch
- Onions - 2 kilograms
- Garlic - 4 bulbs
- Potatoes - 3 kg
- Diced tomatoes - 8 cans
- Vegetable broth - 2 liters
- Cooking cream - 2 liters
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Mayonnaise - 1 liter
- Mustard - 500 milliliter
- Ketchup - 1 liter
- Pesto - 500 grams
- Salt - 500 grams
- Black pepper - 250 grams
- Italian herbs - 100 grams
- Paprika powder - 100 grams
- Crackers - 6 packs
- Chocolate cake - 3 cakes
- Apple pie - 3 pies
- Whipped cream - 2 liters
- Grapes - 2 kilogram
- Strawberries - 2 kilograms
- Coffee - 2 kilograms
- Tea - 100 bags
- Sugar - 1 kilogram
- Milk - 8 liters
- Oat milk - 4 liters
- Spa Blauw - 6 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 liter
- Lager - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Ice cubes - 10 kilograms
- Coffee filters - 100 pieces
- Paper napkins - 300 pieces
- Cocktail picks - 200 pieces
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Plan crockery and glasses for the busiest expected period, not the average flow. Keep at least 10% extra plates, dessert plates and glasses available for breakages, spills and quick replacements.
Buy or collect drinks early enough to chill them overnight. Use coolers or cold storage for overflow, and keep a separate supply of coffee cups so the coffee station does not compete with the tasting service.
Check buffet equipment before shopping for ingredients. Count serving platters, tongs, hot trays, cutting boards and kitchen knives at least 2 days beforehand; missing service equipment is difficult to replace on the morning itself.
Prepare allergen labels, printed menus and name badges at least 1 day before the open day. Print a few extra copies of each, because menus are often taken away and labels can be damaged during setup.
Measure the route between the entrance, buffet tables and coffee station before bringing in furniture. Leave clear walking space and check that extension cords for coffee machines, speakers or the microphone cannot cross visitor paths.

Frequently asked questions

What do I need to buy for a restaurant open day?: Plan for food and drinks, dinner and dessert plates, cutlery, glasses, coffee cups, serving platters and tongs. You may also need tables, chairs, buffet tables, tablecloths, menus, allergen labels and name badges. Check quantities against your visitor list and add about 10% spare tableware.
How many plates and glasses do I need for an open day?: Start with one dinner plate, one dessert plate and one glass per expected visitor for each active service round. If visitors stay for several hours, plan replacement stock or washing capacity for at least 10% extra, especially for glasses and dessert plates.
When should I prepare a restaurant open day shopping list?: Make the first list at least 2 weeks before the event so furniture, coffee machines, hot trays and audio equipment can be arranged in time. Complete the fresh-food check and final drinks purchase 1 to 2 days before opening.
What do I need for a restaurant open day coffee station?: Allow one coffee cup per guest per serving round, plus around 10% spare cups. Arrange coffee machines, cups, a supply of drinks and a stable surface, then test the machines and extension cords at least 1 day before the event.

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