Annual Fair and Flea Market Shopping List

A flea market needs more than tables and stalls. You also need practical supplies for vendors, visitors, refreshments, payments, signs and safe movement around the site. Plan quantities around your expected attendance, the number of sellers and the event length. This checklist helps you shop for the items that are easy to overlook, especially power equipment, change, cups, lighting and weather protection.

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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 10
Beer tablesqty 6
Folding chairsqty 24
High tablesqty 6
Clothes racksqty 8
Stoolsqty 8

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Extension cordsqty 8
Power stripsqty 6
Battery lampsqty 8
Speakersqty 2
Cash registersqty 2
Cash boxesqty 2
Card machinesqty 2
Small change traysqty 4
Walkie-talkiesqty 6
Megaphonesqty 2

Lighting

String lightsqty 6
LED lampsqty 12
Batteriesqty 24

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Tea glassesqty 40
Platesqty 80
Pastry forksqty 80
Cutlery setsqty 60
Serving traysqty 8
Pouring jugsqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Small bowlsqty 12
Thermos bottlesqty 4
Storage boxesqty 12

Decorations

Buntingqty 10
Balloonsqty 100
Tableclothsqty 12
Booth signsqty 20
Directional signsqty 12
Name badgesqty 30
Markersqty 12
Tapeqty 8
Rope rollsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Hand broomsqty 6
Toilet brushesqty 4
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Safety vestsqty 12
Crowd control barriersqty 12
Conesqty 16
Cable matsqty 8
Fire extinguishersqty 2

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 4 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 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Amaretti - 3 packs
- Sirup waffles - 6 packs
- Butter cake - 6 pieces
- Apple pie - 6 pieces
- Whipped cream - 6 cans
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Pretzels - 4 bags
- Mini smoked sausages - 4 kilo
- Vegetarian mini sausages - 2 kilos
- Sandwiches - 100 pieces
- Mini rolls - 80 pieces
- Herb butter - 8 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 12 tubs
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Grapes - 5 kilos
- Apples - 6 kilos
- Bananas - 5 kilo
- Oranges - 5 kilos
- Lemons - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Napkins - 500 pieces
- Paper bags - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Stirrers - 500 pieces
- Teaspoons - 200 pieces
- Wooden skewers - 300 pieces
- Coffee filters - 200 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Cleaning cloths - 24 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 50 pieces
- Coffee cups - 250 pieces
- Tea bags - 100 pieces
- Gloves - 4 boxes
- Hand sanitizer gel - 6 bottles
- Bandages - 4 boxes
- Sterile gauze pads - 4 packs
- Disinfectant wipes - 4 packs
- Duct tape - 6 rolls
- Cable ties - 4 bags
- Disposable lighters - 4 pieces
- Notepads - 6 pieces
- Ballpoint pens - 24 pieces
- A4 paper - 2 packs
- Printer ink - 1 set

Tips

Plan one table or stall per confirmed vendor, then keep at least one spare folding table available for last-minute changes or shared refreshments. Add clothes racks and stools only where vendors have specifically requested them.
For a four-hour fair, allow roughly two drinks per visitor in the first hour and one per visitor for each additional hour. Buy extra coffee, tea, cups and serving supplies rather than relying on a single coffee machine or kettle.
Bring extension cords, power strips and battery lamps even if the venue has outlets. Test every powered item before opening, and keep spare batteries for areas that may not have reliable mains power.
Prepare cash-handling supplies at least one day ahead: a cash box, change in small denominations, a register and clearly marked payment signage. If vendors accept card or mobile payments, check charging cables and connection access before the event.
Buy or collect signs, name tags, barrier materials and route markers before setup day. Weather protection is easy to forget, so confirm party tents, coolers and lighting against the forecast at least 48 hours before the fair.

Frequently asked questions

What do I need to buy for an annual fair and flea market?: Plan supplies for four areas: vendor setup, refreshments, payments and visitor safety. Typical items include market stalls, tables, chairs, clothes racks, coolers, coffee equipment, reusable cups, serving utensils, signs, lighting, extension cords and batteries.
How many tables do I need for a flea market?: Start with one table or stall for every confirmed vendor, then add one or two spare tables for registration, refreshments or unexpected needs. Confirm the final vendor count at least 48 hours before shopping.
How many cups and plates do I need for a fair?: For a four-hour event, allow at least two cups per expected visitor if drinks are served, plus 10% extra for replacements and busy periods. Buy or bring plates, forks and cutlery for the full expected food-service volume, not just the number of vendors.
What should I arrange before the flea market opens?: Finish shopping and test powered equipment at least one day before opening. On the event day, set up stalls, signs, payment supplies, refreshments, lighting and walking routes before vendors arrive, ideally 60 to 90 minutes in advance.

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