What you need for a scout group open day

A scout group open day needs more than activity materials. Plan for registration, refreshments, changing weather and several activity stations running at once. This checklist covers the practical supplies to buy, collect or bring, including serving equipment, drink storage, power, lighting and decorations. Check quantities against your expected attendance, then review the list at least one week before the event so borrowed equipment and reserved materials are still available.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Registration desk
Waste binsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 50
Coffee cupsqty 50
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Coolersqty 4
Water jugsqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Bread knivesqty 3
Measuring cupsqty 2

Equipment

Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2
Microphone

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Directional signsqty 12
Info postersqty 10

Sports equipment

Footballsqty 4
Tug of war rope
Conesqty 30
Compass setsqty 10
Craft tableclothsqty 6
Scissor setsqty 10
Color markersqty 10
Rope rollsqty 4
Wooden polesqty 30
Paper scavenger hunt cardsqty 80

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemonade syrup - 2 bottles
- Ice cubes - 8 bags
- Bread - 12 loaves
- Mini pistolets - 100 pieces
- Whole grain bread - 4 loaves
- Butter - 4 packs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 1 kilogram
- Hummus - 6 tubs
- Jam - 4 jars
- Peanut butter - 3 jars
- Cucumber - 8 pieces
- Tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa sauce - 4 jars
- Cookies - 8 packs
- Muesli bars - 60 pieces
- Cupcakes - 80 pieces
- Vegetarian wraps - 40 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 can
- Spice mix - 3 bags
- Olive oil - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 10 pieces
- Nitrile gloves - 2 boxes

Tips

Plan seating and serving supplies for your busiest period, not just the expected average. For every 10 visitors, allow roughly 10 reusable cups, 10 plates and enough cutlery for one complete serving.
Keep cold drinks in coolers and prepare water jugs before visitors arrive. Have at least two drink points if the open day includes several activity stations or a large outdoor area.
Check power needs before setup day. Count kettles, speakers and other powered equipment, then bring enough extension cords and power strips without creating cables across walking routes.
Pack separate supplies for registration and refreshments. A registration desk, serving platters and utensils are easy to overlook when they are stored away from the main activity materials.
Prepare for an early finish to daylight or poor weather. Test LED lamps and string lights before the day, and put party tents up only after checking that the ground and anchoring points are secure.

Frequently asked questions

What do I need to buy for a scout group open day?: Plan refreshments, reusable cups, plates, cutlery, serving equipment, drink storage, waste bins, lighting and basic decorations. The exact quantity depends on registrations, but calculate tableware for every expected visitor plus around 10% spare.
How many cups and plates do I need for an open day?: Start with one cup and one plate per expected visitor, then add 10% to 15% for replacements and second servings. If the day lasts several hours, provide extra cups for water and hot drinks rather than relying on one per person.
When should I check the shopping list for a scout open day?: Do a first check one week before the event, when there is still time to borrow or reserve missing items. Do a final stock check two days beforehand, then shop for fresh food and chill drinks on the day before or the morning of the event.
What equipment is easy to forget for an outdoor scout open day?: Extension cords, power strips, LED lamps, waste bins and drink coolers are commonly missed because they are not part of the activity kit. Check them at least 48 hours before setup and test powered equipment before visitors arrive.

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