What to buy for a water utility open day

A water utility open day needs more than refreshments and a registration desk. Visitors may move between guided tours, demonstrations and technical work areas, so plan supplies for comfort, clear communication and safe access. This shopping list covers catering equipment, reusable tableware, visitor seating, presentation gear and materials for water-quality demonstrations. Match quantities to your registration count, then add a small buffer for walk-ins, spills and damaged items.

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What to bring

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

Furniture

Party tentsqty 2
High tablesqty 6
Tablesqty 10
Chairsqty 80
Benchesqty 6
Reception desk
Waste binsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Microphone
Speakerqty 2
Projector
Projection screen
Laptop
Water quality kitqty 2
Water sample kitsqty 30
Demonstration modelsqty 4
Camera
Safety barriersqty 12
Warning signsqty 8
Barrier tapeqty 4
First aid kitsqty 2
Safety helmetsqty 20
Safety vestsqty 20

Tableware

Reusable drinking glassesqty 100
Coffee cupsqty 60
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving traysqty 8

Kitchen

Coffee thermosesqty 4
Water jugsqty 8
Serving Cupsqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 10

Decorations

Information boardsqty 12
Directional signsqty 10
Program flyersqty 300
Tableclothsqty 12
Balloonsqty 100
Balloon ribbonqty 2
Name stickersqty 150
Pensqty 20
Clipboardsqty 10
Quiz formsqty 150
Quiz prizesqty 20

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 2 kilos
- Cucumbers - 6 pieces
- Apples - 6 kilos
- Bananas - 4 kilos
- Grapes - 3 kilos
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mini wraps - 120 pieces
- White casino bread - 6 loaves
- Brown casino loaf bread - 6 loaves
- Young cheese - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Lettuce - 8 heads
- Tomatoes - 3 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mini muffins - 150 pieces
- Cookies - 8 packs
- Gluten-free crackers - 4 packs
- Vegan spread - 2 kilos
- Ice cubes - 10 kilos
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Toilet paper - 48 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs

Tips

Plan seating and shelter for the busiest tour period, not the average flow. Party tents, tables, chairs or benches are easy to overlook when visitors arrive between tours.
For refreshments, count one reusable drinking glass per visitor, plus coffee cups, plates, forks, knives and spoons. Add at least 10% extra for replacements and late arrivals.
Prepare a separate drinks station with coffee machines, kettles, coffee thermoses, water jugs and coolers. Keep extension cords and power strips away from visitor routes and wet areas.
Check every demonstration before shopping is finished. Water quality kits, water sample kits and demonstration models should be available at least one working day before the open day for a test run.
Buy or reserve visitor-facing equipment early: a microphone and speaker for briefings, plus a laptop, projector and projection screen if the programme includes presentations. Test the full setup at least two hours before opening.

Frequently asked questions

What catering supplies do I need for a water utility open day?: For each registered visitor, allow one drinking glass and one coffee cup, then add 10% extra. Provide plates, forks, knives and spoons for the catering format, along with serving trays, coffee thermoses and water jugs.
How many reusable glasses should I buy for an open day?: Start with one glass per expected visitor and add 10% to cover walk-ins, breakages and glasses left at different stations. For 100 visitors, prepare at least 110 glasses.
When should I order equipment for the technical demonstrations?: Order or reserve demonstration equipment at least one week before the event, where possible. Test the water quality kit, water sample kits and demonstration models at least one working day beforehand.
What equipment is needed for visitor presentations and tours?: Prepare a microphone and speaker for larger briefings, and a laptop, projector and projection screen for presentations. Test the equipment two hours before opening and keep extension cords and power strips available as backups.

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