What you need for a village hall open day

Use this shopping list to prepare a village hall open day without discovering missing essentials during setup. It covers serving ware, coffee equipment, buffet items, refreshments, activity support, decorations and basic audio equipment. Check what the hall already owns before buying anything, especially tables, chairs, kettles, coffee machines and extension leads. Order or borrow shared equipment early, then buy disposable or perishable items close to the event date.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Buffet tablesqty 3
Reception desk
High tablesqty 4

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Small bowlsqty 12
Tongs and serving spoonsqty 8
Hot traysqty 3

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Laptop
Flip chart
Flipchart markersqty 2

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Tableclothsqty 10
Flower arrangementsqty 6
Name badgesqty 100
Tapeqty 6
Ropeqty 2
Program boardsqty 6
Directional signsqty 10

Cleaning

Broomsqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Waste binsqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon slices - 4 lemons
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 8 bottles
- White wine - 8 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 10 kilos
- Baguettes - 12 pieces
- Mini pistolets - 100 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Cookies - 10 packs
- Mini muffins - 100 pieces
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Olives - 4 jars
- Pickles - 4 jars
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 300 pieces
- Coffee filters - 2 boxes
- Paper straws - 200 pieces
- Disposable cups - 200 pieces
- Disposable containers - 150 pieces
- Disposable cutlery - 150 sets
- Trash bags - 50 pieces
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper hand towels - 6 packs

Tips

Allow roughly two cups or glasses per visitor if you cannot wash up during the day, and keep extra plates and cutlery available for the buffet. Add at least 10% more than your registration estimate for walk-ins.
Plan the coffee station around the number of serving points: one coffee machine or kettle for each busy station, plus enough thermos flasks to keep a full urn available while another is being prepared.
Do not leave signage and name badges until the morning. Prepare one welcome sign, activity signs and a badge for every registered volunteer or participant at least one day before the open day.
Check power before bringing speakers, a microphone, laptop, coffee machines and kettles into the hall. Take enough extension cords and power strips to reach each station without creating trip hazards.
Buy or borrow buffet equipment before shopping for food: serving trays, tongs, serving spoons, small bowls, cutting boards and suitable knives are easy to overlook and difficult to replace on the day.

Frequently asked questions

What do I need to buy for a village hall open day?: Plan for drinks, coffee supplies, buffet serving ware, plates, glasses, cups, cutlery, name badges and signage. You may also need decorations and audio accessories such as extension cords and power strips. Check the hall inventory at least 7 days before shopping.
How many cups and glasses do I need for an open day?: Allow 2 cups or glasses per visitor for a short open day, or 3 per visitor if there is no convenient washing-up point. Add around 10% extra for unexpected visitors and breakages.
When should I buy supplies for a village hall open day?: Buy non-perishable supplies, decorations and disposable items 1 to 2 weeks beforehand. Chill drinks and buy fresh food 1 day before, unless the venue has limited fridge or cooler space.
What equipment is easy to forget for a village hall event?: Extension cords, power strips, serving spoons, tongs, thermos flasks, name badges and a balloon pump are commonly missed. Check these items during the venue inspection at least 3 days before setup.

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.