What you need for a town hall open day

A town hall open day needs more than tables and refreshments. Visitors must be able to register quickly, find each room, follow the programme and get information without stopping a member of staff every few minutes. Use this shopping list alongside your visitor numbers and room plan. Count one name badge and registration form per expected visitor, then add at least 10% extra for walk-ins, damaged badges and last-minute changes.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
High tablesqty 8
Tableclothqty 18
Changing room rackqty 2

Registration

Registration desk
Registration formsqty 150
Name badgesqty 130
Badge holdersqty 130
Pensqty 30
Clipboardsqty 6
Guest book

Decorations

Balloonsqty 100
Pennant garlandsqty 8
Flower arrangementsqty 8
Table décorqty 18
Photo backdrop
Photo propsqty 12

Signage

Directional signsqty 20
Program postersqty 12
Info postersqty 20
Arrow stickersqty 30
Bollardsqty 12

Equipment

Laptopqty 3
Projectorqty 2
Projection screenqty 2
Portable speakerqty 2
Wireless microphoneqty 2
Extension cordsqty 8
Power stripsqty 10
Charging cablesqty 8
Power banksqty 4

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 12
Bottle openersqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Cleaning bucketqty 4
Mopsqty 4
Vacuum cleanerqty 2
Cleaning clothsqty 20
Hand soap dispensersqty 8

Safety

Flashlightsqty 6
High-visibility vestsqty 12
First aid kit
Cable matsqty 10

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea selection - 200 bags
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Still mineral water - 60 bottles
- Sparkling mineral water - 40 bottles
- Cola - 24 cans
- Cola Zero - 24 cans
- Orange soda - 18 cans
- Apple juice - 12 liters
- Orange juice - 12 liters
- Non-alcoholic beer - 24 bottles
- Ice cubes - 12 kilo
- Stir sticks - 200 pieces
- Paper napkins - 500 pieces
- Coffee filters - 100 pieces
- Butter - 1 kilo
- Bake-off rolls - 120 pieces
- Mini croissants - 80 pieces
- Mini cheese rolls - 80 pieces
- Mini sausage rolls - 60 pieces
- Mini vegetable pies - 60 pieces
- Filled mini sandwiches - 120 pieces
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Ham - 1,5 kilo
- Turkey breast - 1 kilo
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed snacks - 5 bags
- Rice cakes - 6 packs
- Gluten-free crackers - 4 packs
- Vegan cookies - 6 packs
- Butter cookies - 10 packs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Disposable gloves - 2 boxes
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 1 pack
- Sponges - 12 pieces
- Trash bags - 100 pieces
- Paper cups - 200 pieces
- Paper snack trays - 300 pieces

Tips

Prepare 10% more name badges, badge holders, registration forms and pens than your confirmed visitor count. For 100 registered visitors, that means 110 sets, plus several clipboards for people completing forms while standing.
Plan one registration desk for each 75 to 100 visitors expected in the busiest arrival hour. Put pens, clipboards, the guest book and forms on the desk before doors open so the queue does not block the entrance.
Print directional signs, programme posters and room information at least two days before the open day. Add arrow stickers along the full walking route; visitors should not need to see the next sign before choosing a corridor or staircase.
Check presentation equipment in every room at least one day ahead. Test the laptop, projector, projection screen, portable speaker, wireless microphone, extension cords and power strips together, not as separate items.
Buy drinks and catering from the final registration count, then add 10% for walk-ins and staff. Chill drinks several hours before opening, and set out coffee and tea supplies before the first guided tour rather than during the arrival rush.

Frequently asked questions

How many name badges do I need for a town hall open day?: Prepare one badge and badge holder per registered visitor, then add 10% extra. For 150 registrations, prepare at least 165 badges so you can cover walk-ins, spelling corrections and replacements.
How many registration desks are needed for an open day?: Use one registration desk for roughly 75 to 100 visitors arriving during the busiest hour. If 180 people may arrive in the same hour, set up two or three desks and give each desk its own forms, pens and clipboards.
When should I print signs and programme posters?: Print them at least two days before the open day, after the walking route and room assignments are confirmed. Keep a small reserve of arrow stickers and replacement signs for last-minute room changes.
How much extra catering should I order for a town hall open day?: Base the order on confirmed attendees and add about 10% for walk-ins, guides and staff. Recheck dietary requirements before placing the final order, ideally three to five days before the event.

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