What you need for a Safety Day

A Safety Day needs more than demonstration materials. You also need a clear registration point, weather cover, seating, refreshments and reliable communication equipment. Plan tableware and drinks for the full attendance, then add supplies for displaying instructions, printing forms and marking routes. Check power requirements before the event, because coffee machines, kettles, speakers and laptops may need separate outlets or extension cords.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 120
Beer table setsqty 8
Registration desk
High tablesqty 8
Coat racksqty 2
Waste binsqty 8

Tableware

Dinner platesqty 120
Dessert platesqty 120
Drinking glassesqty 150
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Megaphone
Microphoneqty 2
Speakersqty 2
Laptop
Printer
Walkie-talkiesqty 6

Kitchen

Food warmersqty 4
Coolers with ice packsqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 8

Decorations

Safety flagsqty 12
Balloonsqty 100
Tableclothsqty 12
Name badgesqty 120
Pensqty 30

Lighting

String lightsqty 6
LED work lightsqty 4
Flashlightsqty 8

Safety

First aid kitsqty 2
Safety vestsqty 12
Crowd control barriersqty 20
Barrier tapeqty 6
Traffic conesqty 20
Fire extinguishersqty 4
Smoke detectorsqty 4
Children's safety helmetsqty 20
Safety gogglesqty 20
Work glovesqty 20
Earplugsqty 100
Emergency exit signsqty 6
Pictogram signsqty 12
Flashlight batteriesqty 16

Sports equipment

Traffic matsqty 4
Practice mannequinsqty 2
Bandage supplies for demoqty 4
Conesqty 30
Ropeqty 4
Quiz boardsqty 10

Cleaning

Broomqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Mini pistolets - 120 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Brie - 1 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilogram
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 2 kilograms
- Herb butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Mixed nuts - 3 kilogram
- Salted sticks - 6 bags
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 6 kilograms
- Baby carrots - 4 kilograms
- Cookies - 8 packs
- Brownies - 100 pieces
- Diet cookies - 3 packs
- Gluten-free sandwiches - 12 pieces
- Vegan spread - 1 kilogram
- Coffee filters - 2 packs
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 4 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Paper towels - 8 packs
- Bandages - 10 boxes
- Disposable gloves - 4 boxes
- Coffee cups - 150 pieces
- Stir sticks - 200 pieces
- Toothpicks - 2 boxes

Tips

Set up the registration desk with printed registration forms, the participant list and a printer before attendees arrive. Keep spare paper and pens nearby so late registrations do not interrupt the programme.
Provide one covered area for demonstrations and another for refreshments if space allows. Party tents, foldable tables and waste bins are easy to overlook when the weather forecast changes.
Count tableware against your confirmed registrations, then add at least 10% extra plates, cups, glasses and cutlery. This covers breakage, seconds and unexpected visitors without a last-minute shop.
Test every demonstration item and all audio equipment at least one day beforehand. Check the microphone, speakers, megaphone, laptop, extension cords and power strips together rather than separately.
Chill drinks several hours before guests arrive and prepare ice packs for food and coolers. Food warmers, cutting boards and serving spoons should be ready before demonstrations or breaks begin.

Frequently asked questions

What should I buy for a Safety Day?: Plan for shelter, tables, chairs, registration supplies, tableware, drinks, waste bins and demonstration equipment. Include communication and power items such as a microphone, speakers, extension cords and power strips.
How much tableware do I need for a Safety Day?: Count one plate, dessert plate, drinking glass and complete set of cutlery per registered attendee, then add 10% extra. Provide one coffee cup per person if coffee is served during the programme.
When should I prepare the Safety Day shopping list?: Make the first list at least 7 days before the event, when registrations and dietary requirements are being collected. Recheck quantities 2 days before shopping and verify equipment the day before.
What equipment should I test before a Safety Day?: Test all demonstration materials, the laptop, printer, microphone, speakers, megaphone, walkie-talkies and every extension cord at least 24 hours in advance. Confirm that the planned equipment works at the venue and that enough power outlets are available.

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