What to buy for a Wildlife Rescue Open Day

A Wildlife Rescue Open Day needs more than food and drinks. Visitors move between enclosures, tours and information points, so your shopping list must cover serving, seating, signs, weather protection and clear identification. Plan reusable cups, glasses and plates for the expected attendance, then add supplies for dietary information and waste collection. The items below match the practical needs of an open day where volunteers guide visitors and donations are collected.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Bar stoolsqty 4
High tablesqty 4
Dressing tablesqty 2
Folding benchesqty 4
Waste binsqty 8

Tableware

Reusable mugsqty 100
Reusable glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Pitchersqty 6
Thermos flasksqty 6
Pliersqty 8
Soup bowlsqty 40

Decorations

Tableclothsqty 10
Buntingqty 8
Balloonsqty 100
Animal postersqty 20
Chalkboardsqty 6
Name badgesqty 40
Pensqty 30
Wristbandsqty 100
Table décorqty 8

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Thermos bottlesqty 4
Cash register
Payment terminal
Walkie-talkiesqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 2
Coolersqty 2
Serving plattersqty 12
Storage binsqty 12
Measuring cupsqty 4
Oven mittsqty 4
Kitchen towelsqty 12
Ice packsqty 16

Cleaning

Hand soap dispensersqty 6
Hand sanitizerqty 8
Cleaning spongesqty 12
Bucketsqty 6
Mopsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 24
Rubber glovesqty 12
Trash grabbersqty 4
Waste binsqty 6

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- 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
- Ice cubes - 10 kilos
- Lemonade syrup - 2 bottles
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salty sticks - 4 bags
- Popcorn - 4 bags
- Rice cakes - 4 packs
- Mini wraps - 8 packs
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Mini pistolets - 100 pieces
- Butter - 1 kilo
- Hummus - 8 tubs
- Cream cheese - 8 tubs
- Young cheese - 3 kilos
- Boiled ham - 2 kilos
- Chicken breast slices - 2 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Herb cheese - 6 tubs
- Vegan spread - 2 kilos
- Vegan cheese - 1 kilo
- Gluten-free sandwiches - 12 pieces
- Eggs - 30 pieces
- Pancake mix - 3 packs
- Pancake syrup - 2 bottles
- Powdered sugar - 1 kilo
- Tomato soup - 8 liters
- Vegetable stock - 2 boxes
- Chives - 4 tubs
- Parsley - 4 bunches
- Paprika powder - 1 jar
- Black pepper - 1 jar
- Salt - 1 pack
- Olive oil - 1 bottle
- Spice mix - 2 bags
- Lactose-free milk - 2 liters
- Vegan cookies - 6 packs
- Butter cookies - 6 packs
- Gluten-free cookies - 4 packs
- Muffins - 80 pieces
- Vegan muffins - 20 pieces
- Apple pie - 4 pieces
- Whipped cream - 6 cans
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Trash bags for animal waste - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant - 4 bottles
- Liquid hand soap - 6 refills
- Hand sanitizer gel - 6 bottles
- Cleaning gloves - 12 pairs
- Paper towels - 12 packs
- Animal-safe disinfecting wipes - 6 packs

Safety

First aid kit
Safety vestsqty 12
Barrier tapeqty 4
Fence panelsqty 12
Non-slip matsqty 8
Fire extinguishersqty 2
Bags for animal feedqty 200

Animal care

Disposable glovesqty 500
Towelsqty 20
Transport boxesqty 6
Animal-safe food bowlsqty 12
Animal-safe water bowlsqty 12
Feed scoopsqty 6
Brushesqty 6
Care apronsqty 8
Washable placematsqty 12

Information

Program leafletsqty 250
Animal information cardsqty 200
Route mapsqty 150
Registration formsqty 150
Pens for registrationqty 20
Info boardsqty 12
Directional signsqty 15
Donation formsqty 100
Stickersqty 250
Clipboardsqty 12
A4 insert sleevesqty 50

Tips

Plan 2–3 drinks per visitor for the first hour, then 1–2 drinks per person for each additional hour. Chill part of the supply in advance and keep the rest in pitchers or thermos flasks for easy serving.
Provide at least one table or high table for every busy service point, plus 10–15% extra cups, glasses and plates for breakages, dropped items and unexpected visitors.
Buy or prepare one clear allergen chart for every catering point, and label snacks before doors open. Collect dietary requirements no later than 48 hours before the event so catering can be adjusted.
Allow one waste bin for each main visitor area and one extra beside food service. Weather cover should be in place at least 60 minutes before opening, especially if tables, signage or donation boxes are outside.
Prepare one name badge and wristband per registered visitor or volunteer, plus 10% spare. Pack pens, printed signs and chalkboards together so volunteers can update directions and programme details on the day.

Frequently asked questions

What drinks should I buy for a Wildlife Rescue Open Day?: Budget for 2–3 drinks per person during the first hour and 1–2 per person for every following hour. Include water, hot drinks and cold drinks, with reusable mugs, glasses, pitchers and thermos flasks ready for service.
How many plates and cups do I need for an open day?: Start with one complete place setting per expected visitor for a single serving period, then add 10–15% spare. For a 100-person event, that means at least 110 plates, cups or glasses and cutlery sets where each item is needed.
When should I buy catering for the wildlife rescue event?: Confirm the catering order at least 3–5 days before the open day, after checking registrations and dietary requirements. Pick up fresh groceries on the day or the previous day, depending on storage and preparation needs.
How much seating and weather cover do I need?: Provide seating for visitors who need a break and enough tables for food, registration and information points; a practical starting point is seating for 20–30% of expected visitors at one time. Put party tents and weather protection up at least 60 minutes before opening and check the forecast again that morning.

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