What to buy for an agricultural fair

An agricultural fair needs more than display tables and a few refreshments. You’ll need practical supplies for exhibitor booths, registration, demonstrations, catering and visitor comfort, with enough equipment to keep the program running. Plan tableware and drinks around your expected attendance, then check every power-dependent item before shopping. This list supports a fair with counters, display walls, seating, signage, printed materials and demonstration equipment.

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What to bring

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

Furniture

Fair countersqty 4
Tablesqty 30
Chairsqty 120
High tablesqty 8
Display wallsqty 24
Stoolsqty 16
Tableclothsqty 30
Clothes racksqty 4

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 10
Charging stationsqty 2
Laptopqty 2
Printer
Presentation screen
Cable traysqty 12
Hand trucksqty 2
Toolboxesqty 2
Measuring tapesqty 3
Marking chalkqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Refrigeratorsqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Scissorsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 8
Serving jugsqty 6

Decorations

Buntingqty 12
Farm flagsqty 8
Flower boxesqty 12
Table décorqty 30
Stand number signsqty 30

Lighting

LED lampsqty 12
String lightsqty 8
Battery lampsqty 12

Catering

Registration binsqty 4
Name badge holdersqty 120
Clipboardsqty 10
Pensqty 50
Brochure holdersqty 20
Menu boardsqty 6
Groceries
- Coffee - 5 packs
- Tea - 4 boxes
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee milk - 6 packs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 18 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 20 bags
- Sandwiches - 180 pieces
- Mini currant buns - 100 pieces
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Butter - 2 kilograms
- Eggs - 60 pieces
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Nut mix - 4 bags
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Mini carrots - 5 kg
- Cherry tomatoes - 4 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cocktail sauce - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paper napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 200 pcs
- Wooden stirrers - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 6 rolls
- Cleaning wipes - 6 packs
- Dish soap - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Toilet paper - 48 rolls
- Toilet cleaner - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Rubber gloves - 12 pairs
- Bandages - 2 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Printer paper - 2 packs
- Ink cartridges - 2 sets
- Adhesive tape - 8 rolls
- Double-sided tape - 4 rolls
- Cable ties - 200 pieces
- Stickers - 300 pieces
Waste binsqty 12
Cooling matsqty 12

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Vacuum cleanersqty 2
Cleaning clothsqty 20
Paper dispensersqty 6

Tips

Plan drinks and tableware per attendee: allow two to three drinks per person for the first hour, then one drink per hour, and add at least 10% extra cups, glasses and plates.
Reserve enough chilled storage before buying food. Coolers and refrigerators fill quickly when exhibitors and catering both need space, so separate visitor drinks from ingredients and dietary-request items.
Buy or collect power accessories before setup day. Count every laptop, coffee machine, presentation screen and sound-system connection, then add power strips, extension cords and cable trays for safe routing.
Prepare registration supplies at least one day ahead. Put name badges, the printed floor plan, program booklets, a printer and spare paper together so late registrations do not hold up entry.
Test microphones, speakers, the presentation screen and charging stations before exhibitors arrive. Keep scissors, kitchen knives, cutting boards and other shared tools in one clearly labelled service area rather than scattered across booths.

Frequently asked questions

What do I need for an agricultural fair?: Start with counters, tables, chairs, display walls, tablecloths and signage for the exhibition area. Add registration supplies, program booklets, name badges, catering equipment, tableware, cooling equipment and the power accessories needed for demonstrations and presentations.
How many cups and glasses do I need for an agricultural fair?: Use your attendance figure as the base: plan two to three servings per person for the first hour and one serving per person for each additional hour. Buy or bring at least 10% extra cups and glasses to cover breakage, spills and unexpected visitors.
How early should I buy supplies for an agricultural fair?: Complete the main shopping and collect borrowed equipment at least 3 to 5 days before the fair. Buy fresh food and ice closer to the event, usually 1 day before, after confirming registrations and dietary requirements.
What power equipment is needed at an agricultural fair?: List each powered item first, including coffee machines, kettles, laptops, printers, screens and sound equipment. Provide suitable extension cords and power strips, use cable trays in visitor areas, and check the available outlets before setup day.

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