What to buy for a tree nursery open day

A tree nursery open day needs more than plants and price labels. Visitors will follow a route, stop at information stands, join demonstrations, buy trees, and spend time outdoors. This shopping list covers the supplies that are easy to overlook, from coffee cups and serving platters to extension cords, waste bins, and route signage. Check quantities against your registrations, then shop at least two days before the event so missing items can still be sourced.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 6
Sales tablesqty 4
Waste binsqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6

Tableware

Reusable cupsqty 120
Platesqty 100
Coffee cupsqty 60
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 6

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving utensilsqty 8
Thermos flasksqty 4

Decorations

Tableclothsqty 12
Buntingqty 8
Flower potsqty 20
Name badgesqty 30

Lighting

LED string lightsqty 6
LED lampsqty 8

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 10 bags
- Mini currant buns - 60 pieces
- Mini croissants - 60 pieces
- Wraps - 40 pieces
- Young cheese - 2 kilos
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Chicken breast slices - 1 kilo
- Cucumber - 10 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty sticks - 4 bags
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Cookies - 8 packs
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 10 pieces
- Nitrile gloves - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Coffee filters - 2 packs
- Toothpicks - 2 boxes

Tips

Plan for at least 2–3 drinks per visitor during the first hour, then add about 1 drink per person for each additional hour. Include water, coffee, and tea rather than relying only on chilled soft drinks.
Allow 1 reusable cup, 1 coffee cup, 1 plate, and 1 cutlery set per expected visitor, plus a 10% reserve. For 100 visitors, that means 110 of each item where practical.
Buy or prepare one clear route sign for every major turn, entrance, parking point, and activity area. Add printed route maps and name badges before the day; these are commonly left until the final setup.
Check power needs before buying or collecting equipment. Count the coffee machines, kettles, speakers, and LED lighting together, then bring enough extension cords and power strips to keep cables away from walking routes.
Provide at least 1 waste bin at the refreshments area, 1 near the sales tables, and 1 near the exit, with spare liners for a full event day. Also pack broom sets for soil, leaves, and spilled drinks around the visitor areas.

Frequently asked questions

How much coffee and tea do I need for a tree nursery open day?: For 100 visitors, prepare roughly 150–200 hot drinks if the event lasts two to three hours. Plan around 1 hot drink per visitor, with extra coffee, tea, milk, sugar, and hot water for the busiest first hour.
How many cups and plates should I buy for an open day?: Use the expected visitor count as the base quantity and add 10%. For 100 visitors, prepare 110 reusable cups, 110 coffee cups, 110 plates, and 110 cutlery sets so replacements are available.
When should I buy supplies for a tree nursery open day?: Complete the main shopping at least two days before the event and chill drinks the day before. Do a final stock check the afternoon before setup, especially for printed maps, name badges, liners, batteries, and extension cords.
What equipment is easy to forget for a tree nursery open day?: Extension cords, power strips, thermos flasks, pouring jugs, serving utensils, waste-bin liners, and route signs are frequent omissions. Check these at least 48 hours before visitors arrive, when there is still time to replace missing items.

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