What to buy for a Union open day

A Union open day needs more than refreshments and a few information stands. You will need supplies for registration, talks, catering, name badges, signage and keeping visitors connected throughout the day. Plan drinks and coffee for the full programme, then check that serving ware matches the number of guests and catering staff. The shopping list below covers the practical items that are easy to overlook, from extension cords and power strips to ice spoons and thermos flasks.

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What to bring

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

Furniture

Information desksqty 8
Buffet tablesqty 4
Registration desk
Chairsqty 100
Bar stoolsqty 8
Clothes racksqty 2
Foldable tablesqty 2
Tableclothsqty 14

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Serving jugsqty 6
Thermos flasksqty 4
Ice spoonsqty 2

Decorations

Buntingqty 8
Balloon archesqty 2
Flower arrangementsqty 6
Table signsqty 14
Roll-up bannersqty 4
Poster presentation racksqty 4
Name badge holdersqty 120
Pen holdersqty 8

Lighting

LED string lightsqty 6
LED spotlightsqty 4
Lanternsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving spoonsqty 8
Scissorsqty 4
Aluminum foilqty 2
Food storage containersqty 12
Ice packsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Hand broomsqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 liters
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- Red wine - 6 bottles
- White wine - 6 bottles
- Alcohol-free wine - 4 bottles
- Ice cubes - 10 kilos
- Marking baguettes - 12 pieces
- Whole grain bread - 8 loaves
- White rolls - 100 pieces
- Wholemeal rolls - 60 pieces
- Mini croissants - 100 pieces
- Unsalted butter - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Aged cheese - 2 kilo
- Boiled ham - 2 kilos
- Chicken breast slices - 2 kilos
- Egg salad - 2 kilo
- Cucumber - 10 pieces
- Tomatoes - 5 kilos
- Arugula - 1 kilo
- Bell peppers - 3 kilos
- Red onion - 1 kilo
- Olives - 2 kilos
- Herb cream cheese - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 5 bags
- Mixed nuts - 3 kilo
- Rice cakes - 6 packs
- Mini cookies - 8 packs
- Butter cookies - 6 packs
- Brownies - 120 pieces
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 6 kilos
- Mandarins - 6 kilos
- Yogurt - 5 kilos
- Granola - 2 kilos
- Vegetarian wraps - 60 pieces
- Chicken wraps - 60 pieces
- Falafel - 3 kilos
- Chicken satay - 3 kilos
- Mixed salad - 6 kilo
- Pasta salad - 6 kilos
- Potato salad - 5 kilos
- Vegetarian quiche - 6 pieces
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Vegan wraps - 20 pieces
- Gluten-free cookies - 4 packs
- Vegan brownies - 30 pieces
- Baking spray - 2 cans
- Salt - 1 pack
- Pepper - 1 grinder
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 packs
- Tea filters - 1 box
- Stirrers - 300 pieces
- Sugar packets - 300 pieces
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Toilet paper - 36 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 8 pairs
- Bandages - 2 boxes
- Paper tissues - 10 packs
- Pens - 30 pieces
- Markers - 4 sets
- Tape - 6 rolls
- Double-sided tape - 4 rolls
- Printer paper - 2 packs
- Wristbands - 150 pieces
- Envelopes - 150 pieces

Tips

Plan roughly two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water, coffee and tea rather than relying only on catered refreshments.
Match cups, glasses, plates and cutlery to the registered attendance, then add about 10% extra. Open-day visitors often arrive in waves, so a shortage at the first coffee break is difficult to fix.
Buy or bring power strips and extension cords for the registration desk, laptop, projector, charging stations and coffee equipment. Test the cable lengths at the venue before event day.
Prepare a separate registration kit with name badges, pens and clear signs. Put it at the registration desk before doors open so volunteers are not searching for supplies while visitors arrive.
Keep drinks cold with coolers and enough ice, and place serving jugs, trays and ice spoons near the buffet. Move chilled drinks into position at least 30 minutes before the first guests arrive.

Frequently asked questions

What drinks do I need for a Union open day?: Allow two to three drinks per person during the first hour and one per person for every hour after that. Include water, coffee and tea, and chill bottled or canned drinks at least 30 minutes before opening.
How many cups, glasses and plates should I buy?: Use the registered guest count as your base and add 10% extra. For 100 visitors, that means planning for about 110 cups, glasses and plates where each item is used once.
What equipment should I bring for presentations at a Union open day?: Bring a laptop, projector, projection screen, speakers and wireless microphones, plus a microphone stand. Pack extension cords and power strips, and test the complete setup at least 60 minutes before the programme starts.
How early should I prepare the registration and buffet areas?: Set up the registration desk and buffet tables at least 60 minutes before doors open. Place name badges, signage, serving trays and drinks in position before volunteers begin welcoming visitors.

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