What you need for a school open house

A school open house needs more than refreshments and folding tables. Visitors move between rooms, so prepare a clearly marked reception point, room-by-room equipment and enough serving supplies for the busiest arrival period. This shopping list covers tableware, drink service, catering materials, presentation equipment, signage and name badges. Check quantities against your registration count, then add a small buffer for walk-ins, damaged items and volunteers.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 180
Reception desk
High tablesqty 8
Tableclothqty 18
Coat racksqty 4

Tableware

Coffee cupsqty 150
Glassesqty 200
Platesqty 200
Forksqty 200
Knivesqty 100
Spoonsqty 150
Serving spoonsqty 12
Small bowlsqty 20
Serving plattersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Kitchen knivesqty 6
Serving tongsqty 8
Measuring cupsqty 4
Aluminum foilqty 4
Cling filmqty 4

Equipment

Laptopsqty 6
Projectorsqty 3
Projection screensqty 3
Extension cordsqty 12
Power stripsqty 10
HDMI cablesqty 6
Microphonesqty 3
Portable speakersqty 3
Tabletsqty 4
Chargersqty 8
Notice boardsqty 12
Flip chartsqty 4
Markersqty 24

Decorations

Balloonsqty 300
Balloon pumpqty 3
Buntingqty 12
School bannersqty 4
Flower arrangementsqty 8
Tapeqty 12
Double-sided tapeqty 6
Ropeqty 4

Lighting

LED string lightsqty 6
Battery lampsqty 8

Cleaning

Waste binsqty 12
Mopsqty 6
Bucketsqty 6
Broom setsqty 4
Dustpan and brushqty 6
Cleaning glovesqty 12
Hand soap dispensersqty 8

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea - 300 bags
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 20 liters
- Oat milk - 8 liters
- Lemon juice - 3 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 20 bottles
- Spa Rood - 8 bottles
- Sparkling water - 6 bottles
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Mini cucumbers - 5 kilos
- Carrots - 5 kilos
- Cherry tomatoes - 4 kilos
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Snacks - 6 bags
- Popcorn - 6 bags
- Mini pretzels - 6 bags
- Mini muffins - 250 pieces
- Mini croissants - 200 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Vegetarian spread - 2 kilos
- White casinobread - 12 loaves
- Wholemeal white bread - 12 loaves
- Gluten-free bread - 4 loaves
- Mini rolls - 250 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 3 jars
- Jam - 3 jars
- Honey - 2 jars
- Cucumber salad - 2 kilos
- Pasta salad - 6 kilos
- Raw vegetable salad - 5 kilos
- Wraps - 200 pieces
- Falafel - 4 kilos
- Chicken skewers - 5 kilos
- Vegetarian skewers - 4 kilos
- Mini pizzas - 200 pieces
- Soup - 20 liters
- Croutons - 4 bags
- Chives - 8 bunches
- Parsley - 8 bunches
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Olive oil - 2 liters
- Vinegar - 1 liter
- Sandwich bags - 2 boxes
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Coffee filters - 3 packs
- Disposable teaspoons - 300 pieces
- Wooden stirrers - 500 pieces
- Disposable hot drink cups - 300 pieces
- Disposable containers - 300 pieces
- Storage containers - 30 pieces
- Ice cubes - 20 kilo
- Dish soap - 4 bottles
- Dishwasher tablets - 2 boxes
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Garbage bags - 120 pieces
- All-purpose cleaner - 6 bottles
- Glass cleaner - 3 bottles
- Disinfecting wipes - 8 packs
- Hand sanitizer - 8 bottles
- Paper towels - 12 packs
- Aluminum snack trays - 100 pieces
- Diet labels - 200 pieces

Tips

Plan tableware for the registered visitors plus 10% extra. Count cups, glasses, plates, forks, knives and spoons separately; a breakfast or coffee service can use more cups than plates.
Set aside one serving spoon or pair of tongs for every dish that needs self-service. Small bowls, platters, foil and cling film are easy to overlook when food is ordered from several suppliers.
Give each presentation room its own laptop, projector, screen, extension cord and power strip where needed. Test the complete setup before the open house rather than discovering a missing cable during the first tour.
Prepare the reception area with a desk, name badges and printed signs before doors open. Keep spare badges and pens there for unregistered visitors, late arrivals and volunteers whose assignments change.
For a full school day, arrange enough coffee-making capacity for the first arrival wave and later refills. Count coffee cups, glasses, thermos flasks, kettles or coffee machines, and chill drinks before the event day.

Frequently asked questions

What should I buy for a school open house?: Start with reception and visitor supplies, tables and chairs, tableware, drink-service equipment, catering materials, signage and presentation equipment. For each room, check whether you need a laptop, projector, screen, extension cord and power strip.
How many plates and cups do I need for a school open house?: Use the registration total as your base and add 10% for walk-ins, volunteers and replacements. Count coffee cups, drinking glasses and plates separately because visitors may use more than one cup during a longer open house.
When should I buy food and drinks for a school open house?: Buy shelf-stable supplies and disposable materials several days ahead. Check fresh produce the day before, chill drinks in advance, and leave enough time on the event day to refill thermos flasks and place serving utensils.
What equipment is needed for school open house presentations?: Allow one tested presentation setup per active room: laptop, projector, projection screen, extension cord and power strip as required. Test every room at least one day before the open house and label equipment by room.

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