What you need for an annual fair

An annual fair needs more than stalls and tables. You will also need reliable power, payment equipment, lighting, cooling, signage and supplies for food and waste points. Plan seating and display furniture by the number of vendors and visitors, not by guesswork. Buy or collect disposable items at least one week ahead, and test every powered item before the fair opens.

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What to bring

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

Furniture

Market stallsqty 30
Party tentsqty 6
Tablesqty 20
Folding chairsqty 80
Beer tablesqty 8
Stoolsqty 12
Clothes racksqty 10
High tablesqty 8

Equipment

Refrigeratorsqty 3
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Payment terminalsqty 3
Cash boxesqty 3
Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 10
Cable matsqty 12
Gas fire extinguishersqty 4

Lighting

String lightsqty 10
LED work lightsqty 6
Lanternsqty 10

Decorations

Buntingqty 12
Flagsqty 30
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 20
Decorative plantsqty 12

Catering

Platesqty 250
Bowlsqty 100
Coffee cupsqty 150
Glassesqty 300
Mugsqty 100
Cutlery setsqty 250
Serving plattersqty 20
Serving tongsqty 12
Pouring jugsqty 8
Thermos flasksqty 8
Cool bowlsqty 6
Cash traysqty 6
Menusqty 20
Napkin holdersqty 12
Groceries
- Coffee - 8 packs
- Tea selection - 6 boxes
- Sugar - 5 kilograms
- Milk - 24 liters
- Oat milk - 8 liters
- Lemon juice - 3 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 20 bottles
- Spa Rood - 10 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 12 crates
- Alcohol-free beer - 4 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Ice cubes - 30 kilograms
- Apples - 15 kilogram
- Bananas - 10 kilograms
- Grapes - 8 kilograms
- Oranges - 10 kilograms
- Cucumbers - 8 kilograms
- Cherry tomatoes - 6 kilograms
- Carrots - 6 kilograms
- Bell pepper strips - 5 kilograms
- Mixed salad - 5 kilograms
- Baguettes - 30 pieces
- Sandwiches - 120 pieces
- Mini wraps - 100 pieces
- Unsalted butter - 4 kilograms
- Young cheese - 5 kilogram
- Mature cheese - 4 kilogram
- Ham - 4 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 4 kilograms
- Cream cheese - 3 kilograms
- Jam - 6 jars
- Peanut butter - 4 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Garlic sauce - 3 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snacks - 8 bags
- Peanuts - 5 kilograms
- Mixed nuts - 4 kilograms
- Cookies - 10 packs
- Muffins - 120 pieces
- Apple pie - 8 pies
- Whipped cream - 12 cans
- Ice pops - 200 pieces
- Pizzas - 20 pieces
- Vegetarian pizzas - 8 pieces
- Vegetarian burgers - 40 pieces
- Hamburger buns - 80 pieces
- Burgers - 80 pieces
- Onions - 5 kilograms
- Pickles - 4 jars
- Fries - 25 kilogram
- Frying oil - 20 liter
- Salt - 2 kilograms
- Paprika powder - 500 grams
- Italian herbs - 300 gram
- Basil - 20 bunches
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Lemons - 5 kilograms
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls
- Disposable napkins - 1500 pieces
- Paper cups - 1000 pieces
- Wooden stirrers - 500 pieces
- Wooden skewers - 500 pieces
- Paper straws - 500 pieces
- Coffee filters - 500 pieces
- Trash bags - 150 pieces
- Compostable trash bags - 50
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Dish soap - 6 bottles
- All-purpose cleaner - 6 bottles
- Disinfectant - 4 bottles
- Hand soap - 8 bottles
- Sponges - 20 pieces
- Cleaning cloths - 30 pieces
- Rubber gloves - 12 pairs
- Disposable gloves - 500 pieces
- Bandages - 4 boxes
- Sterile gauze pads - 4 boxes
- Wound disinfectant - 4 bottles

Cleaning

Waste binsqty 18
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning cartsqty 2
Hand soap dispensersqty 6
Sanitizer pumpsqty 8
Toilet brushesqty 4

Safety

Crowd barriersqty 20
Traffic conesqty 20
Barrier tapeqty 6
First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6

Information

Information boardsqty 10
Directional signsqty 20
Exhibitor badgesqty 40
Wristbandsqty 400
Clipboardsqty 6
Pensqty 30

Tools

Hammerqty 4
Screwdriver setsqty 3
Wrenchesqty 3
Cable tiesqty 300
Duct tapeqty 8
Work glovesqty 12
Ropeqty 4

Tips

Allow one market stall or equivalent display space per vendor, then keep at least one clear route through the site. Order extra tables for registration, information and food service rather than taking them from vendor spaces.
Plan one payment terminal or cash box for each sales point that handles money. Charge terminals the night before, bring spare power banks, and keep a small float in each cash box if cash sales are expected.
Count every power-dependent item before booking extension reels and power strips. Keep cables out of walkways with cable mats, and test refrigerators, coffee makers, kettles, speakers and lighting at least 24 hours before opening.
Use one cooler or refrigerator space for each food or drink area that needs chilled stock. Add tablecloths, plates and serving supplies to the catering order, because these are often missed when attention goes to the stalls.
Prepare lighting for the whole public route, not just the main stage or entrance. Combine light strings, lanterns or LED work lights with visible flags and street signs so visitors can find entrances, exits and information points after dark.

Frequently asked questions

What should I buy for an annual fair?: Start with one market stall or display area per vendor, plus tables, chairs and any clothing racks or high tables they need. Add payment equipment, coolers or refrigerators, power supplies, cable mats, lighting, signs, plates and safety equipment. Final quantities depend on the number of vendors and sales points.
How many tables and chairs do I need for an annual fair?: Count the vendor spaces first, then allocate furniture to each one from the floor plan. Add separate tables for registration, information and catering, and allow roughly one chair per seated user or volunteer at a time. Confirm the final count at least two weeks before the fair.
How much power equipment is needed for an annual fair?: Make a list of every powered item and group them by outlet before ordering extension reels and power strips. Keep cable runs short, protect crossings with cable mats, and test the setup 24 hours before opening. Do not connect high-load equipment to an unverified outlet.
When should I buy supplies for an annual fair?: Order furniture, tents, refrigerators, payment terminals and sound equipment as soon as the date and vendor count are confirmed. Buy disposable catering supplies, signs, decorations and cleaning items at least one week before the fair. Check the complete inventory again the day before setup.

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