What you need for a water sports club open day

A water sports club open day needs more than boats and paddles. Plan separate supplies for the welcome area, refreshments, trial activities and safety support, so visitors are not waiting while someone searches for cups or life jackets. This checklist covers the practical items to buy or bring, including chilled drinks, serving equipment, power supplies and basic first aid. Check your pantry and equipment stores before shopping, then prepare perishable food and ice close to opening time.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Waste binsqty 6

Tableware

Reusable cupsqty 150
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Serving plattersqty 12

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Sound speakersqty 2
Wireless microphone
Extension cordsqty 6
Power stripsqty 6

Sports equipment

Life jacketsqty 40
Kayaksqty 6
Paddlesqty 8
Stand-up paddleboardsqty 4
SUP paddlesqty 5
Sailboatsqty 3
Motorboatsqty 2
Mooring linesqty 12
Fendersqty 12
Paddle blocksqty 6
Waterproof barrelsqty 6

Safety

First aid kitsqty 2
Life ringsqty 4
Flashlightsqty 6
Crowd control barriersqty 8

Decorations

Buntingqty 8
Association flagsqty 6
Information boardsqty 10
Name card holdersqty 4

Lighting

LED string lightsqty 6
LED construction lightsqty 4
Battery lanternsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Thermos flasksqty 6
Cooling matsqty 8
Tongs and serving spoonsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand sanitizer dispensersqty 6

Catering

Groceries
- Still water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Lemonade - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 6 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Ice cubes - 12 bags
- Rolls - 150 pieces
- Whole grain bread - 8 loaves
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 12 tubs
- Cream cheese - 12 tubs
- Egg salad - 8 tubs
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Lettuce - 8 heads
- Bell peppers - 2 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Baby carrots - 4 kilograms
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snack mix - 6 bags
- Rice cakes - 6 packs
- Gluten-free sandwiches - 12 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 12 pieces
- Nitrile gloves - 2 boxes

Tips

For drinks, allow two to three servings per visitor during the first hour, then one serving per person for each additional hour. Chill the first batch in coolers before visitors arrive and keep a reserve out of direct sun.
Provide one reusable cup per visitor plus at least 10% extra for replacements or forgotten cups. For a group of 100, that means 110 cups, along with roughly 110 plates and cutlery sets if food is being served.
Count coffee cups separately from cold-drink cups. A practical starting point is one coffee cup per expected coffee drinker, plus 10% spare; check that kettles, coffee machines and extension cords match the available power supply.
Prepare one clearly marked life jacket for every person taking part in an on-water activity, with at least 10% spare in common sizes. Keep first aid kits visible and accessible rather than storing them inside a locked office or vehicle.
Bring more waste-bin capacity than you expect to need near the buffet and registration areas. Set out serving platters, buffet tables and high tables before opening, because moving them once wet-weather equipment and visitors are in place is slow.

Frequently asked questions

What food and drinks do I need for a water sports club open day?: For drinks, plan two to three servings per person for the first hour and one per person for every later hour. Add coffee, snacks and any dietary alternatives from the registration information, and chill the first drinks batch before opening.
How many cups and plates do I need for an open day?: Use one cup, plate and cutlery set per expected visitor, then add 10% spare. For 100 visitors, prepare at least 110 of each item, with coffee cups counted separately.
How many life jackets should a water sports open day have?: Provide one suitable life jacket for every participant on the water, plus at least 10% spare in the sizes you expect to use. Check the equipment before the event and keep a first aid kit at the activity area.
When should I buy and prepare supplies for the open day?: Buy durable supplies several days ahead and check the shopping list and pantry at least 48 hours before the event. Buy chilled and fresh items one day before, then chill drinks and prepare snacks on the day itself.

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.