What to Buy for an Anniversary Fair

An anniversary fair needs more than stalls and decorations. You’ll need enough seating, serving equipment, reusable tableware, signage and supplies for exhibitors, visitors and refreshments. Use the quantities on your guest list to size everything: plan tableware for every guest plus 10% extra, and allow one stall or display area per exhibitor. This checklist also highlights items people often leave until the last minute, including change, name badges, route signs and weather protection.

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What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 10
Foldable tablesqty 12
High tablesqty 6
Chairsqty 80
Beer table setsqty 6
Buffet tablesqty 4
Stoolsqty 12
Clothes racksqty 4
Bollardsqty 12

Tableware

Reusable platesqty 100
Reusable bowlsqty 40
Reusable glassesqty 120
Wine glassesqty 40
Coffee cupsqty 60
Tea glassesqty 40
Cutlery setsqty 100
Serving plattersqty 20
Serving spoonsqty 12
Serving utensilsqty 12

Decorations

Balloonsqty 200
Balloon archesqty 2
Buntingqty 12
Tableclothsqty 16
Buntingqty 8
Flower arrangementsqty 8
Photo backdrop
Photo frame accessories
Number garland
Table decorationsqty 12

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Speaker standsqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 6
Paper towel holdersqty 4
Food warmersqty 4
Ice cube traysqty 4
Serving tongsqty 12
Bottle openersqty 4
Corkscrewsqty 3
Cutting board matsqty 4

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Broom setsqty 3
Mop setsqty 3
Bucketsqty 6
Cleaning glovesqty 8
Trash grabbersqty 3

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6
Extendable light standsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 3 liters
- Chocolate milk - 6 liters
- 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 liters
- Orange juice - 6 liters
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Bubbles - 6 bottles
- Ice cubes - 12 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Salted nuts - 4 bags
- Olives - 4 jars
- Toast rounds - 8 packs
- Baguettes - 12 pieces
- Mini bake-at-home rolls - 8 packs
- Cream cheese - 2 kilograms
- Herb cheese - 1 kilogram
- Brie - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Hummus - 1 kilogram
- Celery salad - 1 kilogram
- Chicken salad - 1 kilogram
- Vegan tapenade - 1 kilogram
- Mini meatballs - 4 kilogram
- Mini chicken skewers - 4 kilogram
- Vegetarian snacks - 3 kilogram
- Vegan puff pastry snacks - 2 kilograms
- Quiche slices - 3 kilogram
- Satay sauce - 2 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Sweet and sour sauce - 1 liter
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Carrots - 2 kilogram
- Grapes - 4 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilograms
- Lemons - 12 pieces
- Fresh mint - 4 bunches
- Herb butter - 1 kilogram
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 liter
- Butter - 1 kilogram
- Napkins - 500 pieces
- Paper straws - 250 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Storage containers - 30 pieces
- Disposable gloves - 2 boxes
- Trash bags - 4 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Tips

Buy or borrow 10% more plates, bowls, glasses and cutlery than your confirmed guest count. Extra tableware covers breakage, dirty items and visitors who return for another serving.
Allow one market stall, table or display area for each confirmed exhibitor, then keep at least one spare table available for registration, information or refreshments.
For an outdoor fair, arrange party tents and secure them at least 2–3 days before the event. Do not rely on the forecast alone: cover is needed for rain, strong sun and wind.
Prepare separate tableware for coffee, tea, wine and general drinks. Count coffee cups and tea glasses independently rather than assuming one type will cover every serving point.
Put change, payment request details, printed maps, programmes, name badges and route signs in a clearly labelled box at least 24 hours before opening. These small items are easy to forget during setup.

Frequently asked questions

How much tableware do I need for an anniversary fair?: Plan one plate, bowl, glass and cutlery set per expected guest, plus 10% extra. For 100 guests, that means at least 110 of each core item, with separate counts for wine glasses, coffee cups and tea glasses.
How many market stalls should I buy or hire?: Allow one market stall or display space for every confirmed exhibitor. Add one spare space if possible, and confirm the final number with exhibitors at least 7 days before the fair.
What should I bring for an outdoor anniversary fair?: Bring party tents, tables, chairs, tablecloths, route signs and weather-safe storage for food and paperwork. Have the tents and layout confirmed 2–3 days beforehand so changes are still possible if the forecast shifts.
What do people often forget to buy for an anniversary fair?: The commonly missed items are serving spoons, serving utensils, name badges, printed maps, programme copies, change and first-aid supplies. Check these at least 24 hours before visitors arrive, rather than during setup.

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