What you need for a synagogue open day

A synagogue open day needs more than coffee and printed flyers. Visitors may arrive in groups, wait at reception, join a tour, and stay for refreshments, so your supplies must support a steady flow. Use this shopping list alongside the plan to prepare the welcome desk, coffee station, presentations and guided rounds. Check dietary requirements before buying food, and allow time to chill drinks and label materials before doors open.

Organize this event for free with Lizzt

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 80
Reception desk
Clothes racksqty 2
Bollardsqty 8

Equipment

Laptopqty 2
Projector
Projection screen
Portable speaker
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 2
Serving trays with lidsqty 6

Decorations

Information boardsqty 8
Tableclothsqty 8
Name badge holdersqty 30
Brochure holdersqty 8
Pensqty 30

Lighting

LED table lampsqty 6
LED string lightsqty 3

Safety

Flashlightsqty 4
First aid kit
Cable matsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Waste binsqty 6
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemonade - 4 bottles
- Certified kosher cookies - 8 packs
- Certified kosher cake - 6 pieces
- Hummus - 10 tubs
- Falafel - 120 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 4 kilos
- Apples - 80 pieces
- Pitted dates - 2 kilos
- Pita bread - 12 packs
- Whole grain bread - 8 loaves
- Cream cheese - 2 kilo
- Hummus cups - 80 pieces
- Olives - 2 kilos
- Salt - 1 pack
- Pepper - 1 can
- Olive oil - 2 bottles
- Paper napkins - 400 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 boxes
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 2 packs
- Nitrile gloves - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper gift bags - 100 pieces
- Sticker labels - 2 packs

Tips

Plan two to three drinks per visitor for the first hour, then add one drink per person for every following hour. Include water as well as coffee and tea, and keep extra supplies in coolers or thermos flasks.
Buy food only after collecting dietary requirements. Allow at least one clearly identified portion per registered visitor with a dietary restriction, plus 10% extra for walk-ins and unexpected demand.
Prepare one name badge holder and badge for every volunteer, speaker and expected visitor. Pack spare holders and pens separately; missing badges are usually noticed at the reception table, not during setup.
For the coffee and tea station, provide one cup per expected guest, with at least 10% spare, and use reusable cups where possible. Prepare two coffee pots or thermos flasks if arrivals and tours overlap.
Bring extension cords, power strips and power banks before the setup day. Test the laptop, projector, screen, speaker and wireless microphones together at least 24 hours before opening, rather than discovering a missing connection at the first presentation.

Frequently asked questions

How much coffee and tea do I need for a synagogue open day?: For the first hour, plan roughly two hot drinks per visitor, then one additional drink per person for each extra hour. Provide at least 10% more cups than your expected attendance and keep brewed coffee or tea in thermos flasks during tours.
How many cups, plates and cutlery sets should I buy?: Allow one cup, plate and cutlery set per expected visitor, plus 10% spare. If refreshments are served in several rounds, use reusable cups and plates or prepare a clean replacement set for each round.
When should I prepare the shopping for a synagogue open day?: Buy non-perishable serving supplies, signs and presentation materials at least 3 to 5 days beforehand. Buy fresh food and chilled drinks 1 day before, then check dietary labels and fill the coolers on the morning of the event.
What should I bring for the reception desk and tours?: Prepare one badge per registered visitor, volunteer and speaker, with at least 10% spare. Bring the reception table, information boards, printed programme flyers, pens, route signs and any equipment needed for presentations before volunteers arrive for the briefing.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.