What to buy for a school open day

A school open day needs more than coffee and printed information. Visitors move between rooms, volunteers need clear name stickers and refreshments, and every activity may require its own materials and equipment. Use the shopping list below to prepare the registration desk, classroom activities, tours and shared refreshment areas. Check quantities against your expected visitor count, then arrange drinks, snacks and room-specific materials before setup day so nothing is being sorted at the last minute.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Beer tablesqty 6
Foldable tablesqty 8
Bar stoolsqty 8
Changing room screensqty 4
Party tentsqty 2
Tableclothsqty 20

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 150
Bowlsqty 80
Forksqty 150
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 10
Water jugsqty 12

Equipment

Coffee machinesqty 4
Kettlesqty 3
Coolersqty 6
Wireless microphonesqty 2
Speakersqty 2
Laptopsqty 4
Screensqty 4
Extension cordsqty 8
Power stripsqty 8
Mobile phonesqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 10
Mixing bowlsqty 8
Measuring cupsqty 4
Thermos flasksqty 8
Induction platesqty 2
Food warmersqty 6

Decorations

Buntingqty 12
Balloon archesqty 3
Balloonsqty 300
Chalkboardsqty 12
Directional signsqty 20
Photo backdrop
Table décorqty 20

Sports equipment

Footballsqty 8
Basketballsqty 4
Hoopsqty 12
Conesqty 30
Skipping ropesqty 12
Beanbagsqty 12
Tug of war rope

Creative materials

Colored pencilsqty 30
Markersqty 30
Paint setsqty 12
Brushesqty 60
A4 drawing paperqty 500
Colored paperqty 300
Scissorsqty 30
Glue sticksqty 30
Apronsqty 30

Information

Program flyersqty 300
Name stickersqty 250
Pensqty 40
Clipboardsqty 10
Registration formsqty 200
Envelopesqty 200
Wristbandsqty 250

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 6
Microfiber clothsqty 30
Waste binsqty 12
Hand sanitizer pumpsqty 12

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Decaf coffee - 1 pack
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 4 tubs
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Honey - 2 jars
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 40 bottles
- Spa Rood - 20 bottles
- Lemonade syrup - 3 bottles
- Ice cubes - 15 bags
- Herbal tea - 3 boxes
- Croissants - 100 pieces
- Mini rolls - 180 pieces
- White buns - 100 pieces
- Wholemeal rolls - 80 pieces
- Baguettes - 12 pieces
- Butter - 6 packs
- Margarine - 4 tubs
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Peanut butter - 3 jars
- Apple syrup - 3 jars
- Jam - 4 jars
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Mandarins - 6 kilos
- Watermelons - 3 pieces
- Yogurt - 8 liter
- Muesli - 3 kilos
- Muffins - 120 pieces
- Cookies - 10 packs
- Brownies - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Popcorn - 6 bags
- Rice cakes - 6 packs
- Gluten-free crackers - 4 packs
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pesto sauce - 2 jars
- Olive oil - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Pasta - 8 kilo
- Pasta sauce - 12 jars
- Vegetarian meatballs - 5 kilos
- Chicken pieces - 5 kilos
- Rice - 6 kilos
- Vegetable mix - 8 kilos
- Burger buns - 120 pieces
- Vegetarian burgers - 60 pieces
- Hamburgers - 80 pieces
- Hamburger buns - 120 pieces
- Cheddar slices - 3 kilos
- Pickles - 4 jars
- Onions - 5 kilo
- Coleslaw - 6 kilos
- Potato salad - 6 kilos
- Pasta salad - 8 kilo
- Fruit salad - 6 kilos
- Vegan spread - 2 kilos
- Vegan cheese - 1 kilo
- Gluten-free bread - 6 loaves
- Lactose-free yogurt - 4 liter
- Vegan muffins - 30 pieces
- Napkins - 1200 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 12 packs
- Hand soap - 12 bottles
- Hand sanitizer - 12 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Freezer bags - 4 boxes

Tips

Plan refreshments for the busiest arrival period, not just the average flow. As a starting point, allow two drinks per visitor for the first hour, then one drink per person for each additional hour.
Keep registration supplies separate from classroom materials. Put name stickers, pens, printed maps and visitor information together at the entrance so volunteers do not have to search through activity boxes.
Prepare one clearly labelled materials set for each classroom or activity. This reduces setup time and makes it easier to see what is missing before the doors open.
Do not leave equipment checks until the morning itself. Test laptops, screens, microphones, speakers, coffee machines and extension cords at least one day before the open day.
Provide enough serving equipment for the busiest break. A practical baseline is one plate, cup and set of cutlery per planned serving, plus about 10% extra for dropped or misplaced items.

Frequently asked questions

How many drinks do I need for a school open day?: For a first estimate, plan two drinks per visitor during the first hour and one additional drink per visitor for every following hour. Add around 10% extra if the event is outdoors, warm, or has limited access to refill points.
How much coffee should I buy for a school open day?: Allow about two cups of coffee per adult visitor or volunteer for a two-hour event. Buy supplies for the full expected attendance at least three days ahead, because coffee, milk and sugar are easy to overlook when shopping is left until setup day.
What should I prepare for the registration desk?: Keep name stickers, pens, visitor information, maps and any registration materials at the entrance. Prepare enough stickers for every expected attendee, plus at least 10% extra, and pack the desk supplies together the day before.
When should I test equipment for a school open day?: Test laptops, screens, microphones, speakers, coffee machines and power connections at least 24 hours before visitors arrive. Check each classroom separately and keep spare extension cords and power strips with the equipment rather than in a central storage room.

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