What to buy for a volunteer coordination open day

A volunteer coordination open day needs more than coffee and chairs. Plan supplies for registration, short presentations, room changes, refreshments and clear identification of visitors and hosts. This shopping list covers the practical items that are easy to overlook, from serving equipment and hot-drink capacity to extension cords and printed materials. Use your expected visitor count to scale food, drinks and disposable or reusable tableware before shopping.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 80
High tablesqty 4
Table skirtsqty 10
Folding chairsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6
Power banksqty 2

Decorations

Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Table décorqty 10
Chalkboardsqty 8
Markersqty 12
Tapeqty 6
Ropeqty 2
Scissorsqty 6

Catering

Thermos dispensersqty 4
Drink dispensersqty 4
Serving trays with lidsqty 8
Ice packsqty 20
Water jugsqty 8
Bread basketsqty 6
Milk jugsqty 6
Sugar bowlsqty 6
Spice racksqty 2

Registration

Name badgesqty 100
Badge holdersqty 100
Clipboardsqty 6
Pensqty 30
Registration traysqty 4
Information foldersqty 100
Leafletsqty 150
Notepadsqty 30
Envelopesqty 100
Directional signsqty 12
Program flyersqty 150

Lighting

LED lampsqty 8
String lightsqty 4
Battery lanternsqty 6

Safety

First aid kit
Flashlightsqty 4
Cable matsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 8
Waste binsqty 8
Waste sorting binsqty 4
Hand soap dispensersqty 4
Napkin dispensersqty 8
Washing-up bowlsqty 4

Groceries

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Multifruit juice - 4 packs
- Tonic - 2 bottles
- Ginger beer - 2 bottles
- Ice cubes - 10 bags
- Multigrain bread - 8 loaves
- White casino bread - 6 loaves
- Whole wheat wraps - 6 packs
- Butter - 4 packs
- Margarine - 2 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Turkey breast - 2 kilos
- Vegetarian spread - 8 tubs
- Eggs - 30 pieces
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Arugula - 6 bags
- Carrots - 3 kilos
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mandarins - 30 pieces
- Melons - 3 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Snacks - 4 bags
- Rice cakes - 4 packs
- Crackers - 4 packs
- Olives - 4 jars
- Pickles - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 2 jars
- Yogurt dressing - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Basil - 1 pot
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Sugar wafers - 4 packs
- Mini muffins - 6 boxes
- Cookies - 8 packs
- Brownies - 6 boxes
- Chocolate bars - 40 pieces
- Allergy-free cookies - 3 packs
- Napkins - 500 pieces
- Paper cups - 150 pieces
- Paper plates - 150
- Wooden stirrers - 200 pieces
- Toothpicks - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Sponges - 8 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Trash bags - 4 rolls

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include coffee, tea and water, and check dietary requirements before buying food.
Allow one coffee cup, glass and plate per expected visitor, plus at least 10% extra. For 40 visitors, that means 44 of each item so a dropped or dirty piece does not interrupt service.
Check the power layout before bringing coffee machines, kettles, a projector and speakers into the same room. Take enough extension cords and power strips, and keep cables away from walkways.
Prepare name badges and a printed attendance list before the doors open. Keep spare badges and pens at registration because late arrivals and unreadable labels are common.
If presentations or demonstrations are part of the day, test the laptop, projector, screen, microphone and speakers at least 60 minutes before arrival. Bring presentation files on a second device or USB drive.

Frequently asked questions

How much coffee do I need for a volunteer open day?: Plan around 2 cups per person for the first hour, then 1 cup per person for each extra hour. For 40 visitors during a 3-hour open day, prepare about 160 cups of coffee, with tea and water available as alternatives.
How many plates and glasses should I buy for 40 visitors?: Allow one plate and one glass per visitor, plus 10% spare capacity. For 40 people, prepare at least 44 plates and 44 glasses; add more if catering runs for several hours or washing up is limited.
When should I buy supplies for the open day?: Buy shelf-stable catering, tableware and signage supplies 3 to 5 days beforehand. Purchase fresh food and chilled drinks 1 day before, then check the full shopping list again on the morning of the event.
What presentation equipment is needed for a volunteer coordination open day?: For presentations, prepare a laptop, projector, projection screen, speakers and microphone. Test the complete setup at least 60 minutes before visitors arrive and bring extension cords, power strips and a backup copy of the presentations.

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