What to buy for a rowing club open day

A rowing club open day needs more than boats and instructors. You also need a clear setup for registration, changing, refreshments and safe movement around the water. Use this shopping list to check items such as life jackets, throw lines, waterproof storage, cups and serving equipment before visitors arrive. Plan quantities around your expected attendance, the number of rowing sessions and whether people will stay for refreshments afterward.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
High tablesqty 4
Changing room benchesqty 6
Clothes racksqty 4
Crowd control barriersqty 12
Tableclothsqty 12

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 80
Serving spoonsqty 8
Serving traysqty 8
Soup ladlesqty 4

Sports equipment

Rowing boatsqty 8
Beltsqty 24
Manual rowing oarsqty 8
Life jacketsqty 30
Life ringsqty 4
Throw linesqty 4
Paddlesqty 6
Spare signboardsqty 4
Waterproof storage binsqty 8
Bib numbersqty 40
Stopwatchesqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 6
Walkie-talkiesqty 8
Non-slip matsqty 8

Equipment

Laptop
Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Thermos flasksqty 6
Mobile phone chargersqty 4

Decorations

Buntingqty 8
Rowing club bannersqty 4
Balloonsqty 100
Plantersqty 6
Name stickersqty 120
Pensqty 30
Information boardsqty 10
Directional signsqty 12
Directional signsqty 10

Lighting

LED lampsqty 10
Light Stripsqty 4
Batteriesqty 24

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Pliersqty 6
Small bowlsqty 20
Measuring cupsqty 2
Ice packsqty 24

Cleaning

Broomqty 3
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Waste binsqty 8
Litter pickersqty 4

Catering

Groceries
- Coffee - 2 kilograms
- Tea selection - 160 bags
- Sugar - 1 kilogram
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Sandwiches - 120 pieces
- Wholemeal bread - 6 loaves
- Baguettes - 8 pieces
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Brie - 1 kilogram
- Cream cheese - 1 kilogram
- Hummus - 2 kilograms
- Chicken breast slices - 2 kilogram
- Cooked ham - 2 kilograms
- Vegetarian spread - 1 kilogram
- Cucumbers - 10 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Arugula - 6 bags
- Eggs - 30 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 3 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Pasta - 5 kilogram
- Pasta sauce - 8 jars
- Shredded cheese - 1 kilogram
- Vegetable stock - 2 boxes
- Mixed salad - 5 kilogram
- Potato salad - 4 kilogram
- Baby potatoes - 8 kilograms
- Vegetarian burgers - 30 pieces
- Hamburgers - 60 pieces
- Hamburger buns - 90 pieces
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted peanuts - 4 bags
- Olives - 4 jars
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Cookies - 8 packs
- Brownies - 60
- Ice cubes - 20 kilograms
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 300 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Coffee filters - 2 packs
- Bottle openers - 4 pcs

Tips

Allow at least one reusable cup per expected visitor, plus roughly 2–3 drinks per person for the first hour. Add coffee cups, plates, cutlery and serving utensils if you are offering snacks or hot drinks.
Provide a life jacket for every person who may be on the water at the same time, including instructors. Keep life rings, throw lines and first aid kits immediately accessible rather than packed in a distant storage area.
Prepare one name sticker and registration form per participant, with at least 10% extra for walk-ins, damaged labels and last-minute changes. Pack spare signboards for route changes or wet weather.
Use waterproof storage bins for forms, bib numbers, stopwatches and other small equipment near the dock. Keep printed participant information and schedules in a separate dry container so they remain readable.
Check shelter and seating against the forecast at least 48 hours before the open day. Party tents, tables, chairs, changing-room benches and clothing racks are easy to overlook when the focus is on boats and rowing equipment.

Frequently asked questions

How many life jackets do I need for a rowing club open day?: Have one correctly sized life jacket for every person expected to be on the water at the same time, including instructors. Add at least 10% spare capacity if you expect changing sizes or walk-in visitors.
How many drinks should I buy for a rowing club open day?: Plan for about 2–3 drinks per person during the first hour, then add roughly one drink per person for each additional hour. Buy extra water if visitors will row or if warm weather is forecast.
How much disposable or reusable tableware is needed?: Start with one cup, plate and complete set of cutlery per expected visitor, then add 10–15% spare. For coffee, provide at least one cup per person likely to drink coffee, with extras for volunteers and instructors.
When should I check the shopping list for the open day?: Do a full inventory at least 7 days before the event, especially for boats, life jackets, safety equipment and shelter. Complete the final food and drink check 48 hours beforehand so missing items can still be replaced.

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