What you need for a showroom open day

A showroom open day needs more than products and a clean floor. Visitors need a clear reception point, refreshments, readable information and working demonstration equipment from the moment they arrive. This shopping list covers the practical supplies for coffee service, snacks, registration, signage and product presentations. Check quantities against your expected visitor count, then buy or collect disposable items and groceries shortly before opening so drinks and food stay fresh.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Reception desk
Clothes racksqty 2

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving plattersqty 10
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Laptop
Tablet for registration
Monitor screen
Portable speaker
Extension cordsqty 4
Power stripsqty 4

Decorations

Balloonsqty 100
Buntingqty 6
Tableclothsqty 8
Flower arrangementsqty 6
Name badgesqty 100
Information boardsqty 8
Directional signsqty 6
Brochure holdersqty 8

Kitchen

Pitchersqty 6
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Coolersqty 3
Storage binsqty 8

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 48 bottles
- Alcohol-free lager - 24 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Sparkling wine - 3 bottles
- Baguettes - 12 pieces
- Mini sandwiches - 120 pieces
- Wraps - 80 pieces
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Back ham - 1 kilo
- Smoked chicken breast - 1 kilo
- Vegetarian sandwich slices - 1 kilo
- Herb butter - 6 tubs
- Cherry tomatoes - 3 kilos
- Cucumbers - 6 pieces
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted crackers - 6 packs
- Nut mix - 2 kilo
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Gluten-free cookies - 3 packs
- Vegan snacks - 40 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 3 jars
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan around two to three drinks per visitor for the first hour, then add roughly one drink per person for each additional hour. Include water as well as coffee and other cold drinks.
Allow at least one plate, fork and drinking glass per expected visitor, plus around 10% extra. Add serving platters and serving tongs so guests do not handle shared food directly.
Prepare one name badge for every registered visitor and keep at least 10 spare badges at the reception desk. Bring the visitor list in printed form even if registration is also handled on a tablet.
Test the laptop, monitor screen, portable speaker, coffee machines and kettles before doors open. Take enough extension cords and power strips to reach each demonstration station without creating trip hazards.
Put directional signs at the entrance, reception desk, toilets and demonstration areas before the first guest arrives. Set up brochure holders and information boards where visitors naturally pause, not only beside the reception desk.

Frequently asked questions

How much food and drink do I need for a showroom open day?: For the first hour, plan on two to three drinks per visitor, followed by about one drink per person per additional hour. For snacks, allow two to four portions per visitor for a short visit and add 10% extra for unexpected guests.
How many cups, glasses and plates should I buy?: Allow one coffee cup, drinking glass and plate per expected visitor, then add at least 10% spare tableware. For a longer open day or limited washing facilities, plan two sets per person instead.
When should I buy groceries for a showroom open day?: Buy fresh food and chilled drinks one day before the event, then collect or refrigerate them as close to opening as practical. Chill drinks for at least four hours before guests arrive.
What equipment should I test before the showroom opens?: Test every laptop, tablet, monitor, speaker, coffee machine and kettle at least one day beforehand, then run a final power check 60 minutes before opening. Bring extension cords and power strips as backups, not only the exact number currently needed.

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