University open day shopping list

What to bring

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

Tips

• Prepare at least one name badge, information folder and programme overview for every registered visitor, then add 10% extra for walk-ins and replacements. Keep spare pens and blank badges at the registration desk.
• For presentation rooms, pack one HDMI cable, one power strip and one extension cord per active setup, plus a spare set at the registration point. Test every projector, screen, laptop and wireless microphone before visitors arrive.
• Order catering using confirmed registrations and dietary requirements, with a 10% buffer for late arrivals. Set aside separate serving platters, tongs, trays with lids and clearly marked options so dietary items are not mixed.
• Use reusable cups, glasses, plates and cutlery based on the busiest serving period rather than the full day. For coffee service, count one cup per expected drink at a time and provide extra thermos flasks for rooms away from the main catering point.
• Prepare cable trays, storage crates and clothes racks before setting up signage and room layouts. These are easy to overlook, but they prevent trip hazards, loose coats and boxes from blocking routes or accessible entrances.

Frequently asked questions

What should I buy for a university open day?

Plan for registration materials, information folders, name badges, programme overviews, workshop packs and signage. You will also need presentation equipment, serving ware, coffee equipment, coolers and at least 10% extra consumables for walk-ins and replacements.

How much catering do I need for a university open day?

Base the order on confirmed registrations, presenters and student ambassadors, then add a 10% buffer. Collect dietary requirements before placing the order and label suitable food separately at least one day before the event.

How many chairs and tables are needed for an open day?

Count one chair for each seated visitor, presenter and staff member in every scheduled room, then add about 10% spare capacity. Provide separate tables for registration, information materials, workshop packs and catering rather than moving one table between locations.

When should I prepare university open day equipment?

Check rooms, routes and accessibility at least one week beforehand. Test projectors, screens, laptops, microphones and cables the day before, and place chargers, USB sticks and backup cables in each presentation room before setup starts.