Annual fair shopping list

Use this shopping list to prepare the physical setup for an annual fair, from market stalls and tables to reusable glasses, coffee supplies and payment equipment. Check how many stallholders, volunteers and visitors you expect before buying or borrowing anything. Food and drink quantities depend on attendance, but serving ware, extension cords and charging adapters are easy to underestimate. The list also helps you spot items that need booking or testing before the fair rather than finding them missing on the day.

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What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 6
Foldable tablesqty 12
Beer tablesqty 8
Folding chairsqty 60
Bar stoolsqty 8
Changing Room Screenqty 2

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 100
Platesqty 150
Bowlsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving traysqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Serving spoonsqty 8
Measuring cupsqty 4
Food containersqty 12
Ice packsqty 24

Equipment

Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 8
Charging adaptersqty 4
Handheld megaphone

Lighting

LED light stringsqty 8
Work lightsqty 4
Battery lanternsqty 6

Decorations

Buntingqty 12
Flagsqty 20
Balloonsqty 200
Balloon pumpqty 2
Welcome sign
Program standsqty 4
Tableclothsqty 16
Table signsqty 25

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Washing-up tubsqty 4
Cleaning clothsqty 20
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6
Work glovesqty 12
Toilet brushesqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 3 cases
- Beer - 8 crates
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 20 bags
- Baguettes - 20 pieces
- Mini bake-off rolls - 100 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Cucumbers - 10 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Grapes - 4 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Mini meatballs - 5 kilos
- Vegetarian meatballs - 3 kilos
- Chicken skewers - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed snacks - 5 bags
- Party snacks - 4 kilos
- Olives - 3 jars
- Pickles - 3 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Satay sauce - 3 jars
- Garlic sauce - 3 bottles
- Cocktail sauce - 2 bottles
- Herb butter - 2 kilo
- Salt - 1 kilo
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Olive oil - 2 liters
- Cooking oil - 3 liters
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Wooden forks - 400 pieces
- Wooden skewers - 500 pieces
- Paper snack trays - 400 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 1 pack
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 4 refills
- Disinfectant - 3 bottles

Paperwork

Program bookletsqty 400
Floor plansqty 300
Booth contractsqty 30
Price tagsqty 100
Notepadsqty 6
Pensqty 24
Tapeqty 8
Markersqty 12
Wristbandsqty 300
Pin Board

Safety

Traffic conesqty 20
Crowd barriersqty 12
Warning tapeqty 4
Flashlightsqty 6
Batteriesqty 24
Fire extinguishersqty 4
First aid kitsqty 2
Safety vestsqty 12
Work glovesqty 12

Tools

Hammerqty 3
Screwdriversqty 4
Wrenchesqty 2
Cable tiesqty 300
Duct tapeqty 8
Ropeqty 4
Ground pegsqty 40
Rubber malletqty 2

Tips

Count one place setting per expected serving at a time, then add roughly 10% extra plates, bowls, forks, knives and spoons for breakages, dropped items and busy periods.
For drinks, plan two to three servings per person during the first hour and keep extra reusable glasses, coffee cups and ice packs available for the busiest service point.
Map every power point before you shop for extension cords and power strips. Keep charging adapters together and avoid relying on one outlet for several payment terminals or coffee machines.
Borrow or reserve market stalls, party tents, tables and chairs at least two to four weeks ahead. Check the footprint of each item against the booth layout before confirming the order.
Prepare food in containers with lids and take separate cutting boards, a chef's knife, serving spoons and tongs. Pack coolers and thermos flasks the day before so chilled drinks and hot coffee are ready at opening time.

Frequently asked questions

What do I need for an annual fair?: You need stalls or tents, tables, seating, serving ware, drink and food preparation equipment, payment terminals and power accessories. Final quantities should be based on the number of stallholders, volunteers and expected visitors, with about 10% spare serving items.
How many cups and plates do I need for a fair?: Start with one cup or plate per planned serving at a time, then add 10% to cover breakages and peak demand. For drinks, estimate two to three servings per person in the first hour and adjust after checking your attendance estimate.
When should I order equipment for an annual fair?: Reserve market stalls, tents, tables, chairs and other rented equipment two to four weeks before the fair. Confirm power access and test payment terminals at least one week beforehand, so missing cables or adapters can still be replaced.
What food preparation items are easy to forget for a fair?: Cutting boards, a chef's knife, serving spoons, tongs, measuring cups and lidded food containers are commonly missed. Pack them with the coolers and thermos flasks the day before, rather than leaving the check until setup morning.

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