Anniversary Fair Shopping List

Use this shopping list to prepare an anniversary fair with market stalls, food and drink points, exhibitors and visitor areas. It covers the practical items people often arrange too late: enough tables and chairs, cooling and hot-drink equipment, payment devices, extension leads and lighting. Check quantities against your exhibitor list and site layout before buying or borrowing anything. Order hired furniture, tents and specialist equipment early, then complete the consumables and decoration shopping during the final week.

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What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 20
Foldable tablesqty 12
Beer tablesqty 6
Chairsqty 60
Bar stoolsqty 8
Dressing room racksqty 2
High tablesqty 8

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Hot drink urnsqty 4
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 2
Cash registersqty 2
Portable speakersqty 2
Microphone
Tool casesqty 2
Hammerqty 2
Screwdriversqty 4
Cable tiesqty 200
Duct tapeqty 6
Measuring tapesqty 2
Hand trucksqty 2
Cable matsqty 12
Rain barrelsqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 16
Flower arrangementsqty 8
Photo backdrop
Photo frame propsqty 6
Chalkboardsqty 10
Chalk markersqty 12
Notice boardsqty 4
Clothespinsqty 100
Barrier conesqty 20
Rolls of barrier tapeqty 6
Signage boardsqty 12
Program postersqty 10
Price tagsqty 200

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 12
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Kitchen tongsqty 8
Bread knivesqty 3
Measuring cupsqty 2
Cooler packsqty 20
Storage boxesqty 12
Serving trays with lidsqty 10

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Waste binsqty 10
Ashtraysqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- 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
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 4 bottles
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Mini soft rolls - 120 pieces
- Multigrain bread - 8 loaves
- Butter - 1 kilogram
- Herb butter - 12 tubs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Cream cheese - 1 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilogram
- Hummus - 12 tubs
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Lettuce - 8 heads
- Arugula - 6 bags
- Bell peppers - 2 kilogram
- Red onion - 1 kilogram
- Olives - 8 jars
- Pickles - 4 jars
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 5 kilograms
- Bananas - 3 kilograms
- Melons - 4 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snack nuts - 6 bags
- Salted breadsticks - 6 bags
- Cheese sticks - 5 packs
- Mini spring rolls - 6 kilograms
- Bitterballen - 6 kilograms
- Vlammetjes - 4 kilograms
- Vegetarian snacks - 4 kilogram
- Mini quiches - 80 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Sweet chili sauce - 2 bottles
- Garlic sauce - 2 bottles
- Tomato salsa - 6 jars
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Coleslaw - 4 kilograms
- Herb mix - 4 sachets
- Salt - 1 pack
- Pepper - 1 can
- Olive oil - 2 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Napkins - 600 pieces
- Paper straws - 300 pieces
- Coffee filters - 2 boxes
- Teaspoons - 200 pieces
- Stirrers - 300 pieces
- Disposable cups for hot drinks - 250 pieces
- Pastries - 8 trays
- Cookies - 10 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Sugar waffles - 60 pieces
- Hand soap - 4 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Paper towels - 8 packs

Tips

Count one table or stall position per exhibitor, then add at least one spare table for shared materials, sign-in items or last-minute changes. Reserve tents and seating as soon as the participant list is stable.
Plan drinks by service period: allow roughly two to three drinks per person for the first hour, then about one drink per person per hour. Chill drinks in coolers before setup and keep a separate supply for volunteers and exhibitors.
Treat power equipment as one shopping list, not separate items. Match kettles, coffee machines, urns, speakers and lighting to available outlets, and bring extension cords and power strips with enough capacity for the planned setup.
Prepare both payment routes before the fair opens. Have card machines ready with chargers or power access, and set up cash registers with a small float; test every device at least one day beforehand.
Buy decorations in relation to the site rather than by appearance alone. Bring tablecloths, chalkboards and chalk markers for practical signage, and check that string lights, LED lamps and battery lanterns cover darker areas before visitors arrive.

Frequently asked questions

How much seating do I need for an anniversary fair?: Start with the number of visitors you expect to sit at the same time, rather than the total attendance. A useful first estimate is seating for 20–30% of visitors at once, plus one chair for each volunteer who needs a fixed position.
When should I order tents and market stalls for an anniversary fair?: Book tents, stalls and larger furniture as soon as the exhibitor list is reasonably confirmed, ideally at least 4–6 weeks before the fair. This leaves time to adjust the layout and replace unavailable equipment.
How many power strips and extension cords should I buy?: Plan one extension cord for each separate power area and at least one power strip for each cluster of two to four low-load devices. Confirm the outlet locations and cable lengths at least one week before setup, then test the full arrangement.
What should I buy for drinks at an anniversary fair?: For the first hour, allow around two to three drinks per person, followed by one drink per person per hour. Add hot-drink equipment such as kettles, coffee machines or urns according to the number of serving points, and chill the cold drinks before the event day.

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