What to Buy for an Annual Fair

An annual fair needs more than stalls and tables. Plan shopping around the number of vendors, visitors and serving points so drinks stay cold, food can be handled safely and people can find their way around. This list covers the easy-to-miss supplies, from extension cords and card machines to stall numbers, cutting boards and lighting. Buy or confirm disposable and electrical items before deliveries arrive, then check the full list again after the weather forecast is available.

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What to bring

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

Furniture

Market stallsqty 24
Party tentsqty 8
Tablesqty 20
Folding chairsqty 80
Beer tablesqty 10
Stoolsqty 12
Blanketsqty 24

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 3
Handheld megaphonesqty 2

Lighting

String lightsqty 10
LED lampsqty 12
Battery lanternsqty 8

Decorations

Buntingqty 12
Flagsqty 20
Balloonsqty 200
Balloon pumpqty 2
Table décorqty 20
Postersqty 30
Information boardsqty 10
Booth numbersqty 24
Wayfinding signsqty 12
Fence bannersqty 6

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Pliersqty 8
Serving spoonsqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Thermos flasksqty 8
Bottle openersqty 6
Serving traysqty 10

Tableware

Reusable cupsqty 500
Coffee cupsqty 150
Platesqty 250
Bowlsqty 100
Cutlery setsqty 300
Serving plattersqty 20
Sugar bowlsqty 6

Cleaning

Waste binsqty 20
Waste binsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2
Hand soap dispensersqty 8
Toilet brushesqty 4
Hand sanitizer pumpsqty 8
Glovesqty 12

Catering

Groceries
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 3 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 15 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 4 crates
- Beer - 10 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Ice cubes - 30 kilo
- Baguettes - 20 pieces
- Mini sandwiches - 250 pieces
- Butter - 4 packs
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Back ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 10 heads
- Bell peppers - 3 kilos
- Onions - 3 kilos
- Garlic - 6 bulbs
- Herb butter - 3 kilos
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Garlic sauce - 3 bottles
- Satay sauce - 4 kilo
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Olive oil - 3 bottles
- Baking spray - 4 cans
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Raw vegetable salad - 6 kilo
- Vegetarian burgers - 80 pieces
- Hamburger buns - 120 pieces
- Hamburgers - 120 pieces
- Hot dogs - 100 pieces
- Hot dog buns - 100 pieces
- Fries sauce - 4 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Cookies - 10 packs
- Brownies - 120 pieces
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Lemons - 3 kilos
- Ice lollies - 200 pieces
- Napkins - 1500 pieces
- Paper bags - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 48 rolls
- Toilet fresheners - 12 pieces
- Paper towels - 12 packs

Tips

Allow at least one clearly marked stall number and one information sign for each market stall. Prepare a few spare signs as well, because numbers and layouts often change after vendors confirm.
For drinks, plan two to three servings per person for the first hour, then about one serving per person for each additional hour. Start chilling bottled drinks in coolers several hours before opening.
Match every coffee machine, kettle, food warmer and card machine with the required extension cords and power strips. Check the available power supply at least one week before the fair, rather than discovering shortages during setup.
Buy or bring one cutting board and separate kitchen knives for every food preparation point, plus cleaning supplies and spare boards. Food stalls often need more preparation space than the original table allocation suggests.
Prepare lighting for the late afternoon and shaded areas, not only the main route. Test string lights, LED lamps and battery lanterns at least one day before the fair, and keep spare batteries available.

Frequently asked questions

How many drinks do I need for an annual fair?: For the first hour, allow two to three drinks per person. For every additional hour, budget about one drink per person, then add 10% for unexpected demand and warm weather.
When should I buy supplies for an annual fair?: Buy non-perishable equipment, signs and decorations at least two weeks ahead. Purchase chilled and fresh items one to two days before the fair, and confirm vendor-specific needs no later than one week before opening.
How many tables and chairs do I need for an annual fair?: Start with one table per stall unless a vendor has requested more space. Add at least two chairs for each seated information or service point, and keep 10% extra seating if volunteers or visitors may need to wait.
What electrical supplies are needed for an annual fair?: List every coffee machine, kettle, food warmer, light and card machine before buying cables. Provide at least one suitable extension cord per powered item, with power strips only where the total load and outlet capacity have been checked.

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