What You Need for an Annual Fair

An annual fair needs more than stalls and tables. You also need serving equipment, power supplies, storage, lighting and a workable checkout setup for vendors and visitors. Plan cups, plates and cutlery according to expected attendance, then add a small reserve for busy periods and replacements. Buy or collect items early, especially tents, toilets, extension cords and waste supplies, because these are easy to leave until the last week.

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What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 4
Foldable tablesqty 24
Folding chairsqty 40
Checkout tablesqty 3
High tablesqty 8
Clothes racksqty 8
Storage cratesqty 20
Transport cartsqty 4

Tableware

Reusable cupsqty 300
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Pitcherqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Battery lampsqty 12
Power banksqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Pliersqty 8
Serving spoonsqty 8
Measuring cupsqty 4
Thermos flasksqty 8
Food warmersqty 4
Aluminum traysqty 30

Catering

Drink dispensersqty 4
Menu boardsqty 8
Price listsqty 12
Cash traysqty 3
Card machinesqty 3
Groceries
- Coffee - 5 packs
- Tea assortment - 250 bags
- Sugar - 3 kilograms
- Milk - 20 liters
- Oat milk - 6 liters
- Lemon - 3 kilograms
- Cola - 30 bottles
- Coke Zero - 24 bottles
- Orange soda - 24 bottles
- Ice tea - 24 bottles
- Spa Blauw - 60 bottles
- Spa Rood - 30 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Ice cubes - 20 kilograms
- Cinnamon buns - 100 pieces
- Apple pie slices - 100 pieces
- Unsalted butter - 2 kilograms
- Sandwich rolls - 250 pieces
- Bread rolls - 100 pieces
- Young cheese - 4 kilograms
- Cooked ham - 3 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Lettuce - 2 kilograms
- Onions - 2 kilograms
- Mustard - 4 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Paprika chips - 15 bags
- Plain chips - 15 bags
- Salty snacks - 10 bags
- Cookies - 10 packs
- Napkins - 1000 pieces
- Straws - 500 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 150 pieces
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant - 4 bottles
- Sponges - 20 pieces
- Cleaning cloths - 30 pieces
- Paper towels - 12 packs
- Gloves - 300 pieces
- Change - 300 euro

Decorations

Buntingqty 12
Flagsqty 30
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 24
Chalkboardsqty 12

Lighting

String lightsqty 10
Battery lanternsqty 12

Cleaning

Waste binsqty 20
Broomqty 6
Dustpan and brushqty 4
Mop setsqty 3
Bucketsqty 6
Hand soap dispensersqty 8
Paper towel dispensersqty 6

Safety

Traffic barriersqty 30
Barrier tapeqty 6
Cable matsqty 12
First aid kitsqty 2
Flashlightsqty 6
Vestsqty 12

Communication

Walkie-talkiesqty 8
Name badgesqty 30
Pensqty 20
Clipboardsqty 6
Floor plansqty 30
Booth numbersqty 20
Signage boardsqty 12

Tools

Hammerqty 3
Screwdriversqty 3
Cable tiesqty 200
Duct tapeqty 8
Measuring tapesqty 3

Tips

Count one reusable cup, plate and cutlery set per expected serving, then add 10% spare capacity. Keep coffee cups separate from general cups so drink service does not slow down.
Check every stall’s power needs at least 14 days before the fair. Match coffee machines, kettles and other equipment with enough extension cords, power strips and battery lamps.
Prepare one checkout area for each busy sales point, with a checkout table, change, storage crates and a transport cart. Keep small cash and receipts in a separate, lockable container.
Allow one storage crate or equivalent protected space for each vendor who needs to keep stock, packaging or personal belongings off the ground. Label crates before setup to prevent mix-ups.
Collect signage, stand numbers and printed vendor information at least 3 days before the fair. Pack spare signs, tape and markers so missing or damaged labels can be replaced on site.

Frequently asked questions

What should I buy for an annual fair?: Plan for market stalls, tents, tables, chairs, checkout tables, storage crates and transport carts. You will also need cups, plates, cutlery, serving equipment, coffee-making supplies, extension cords, lighting and power banks.
How many cups and plates do I need for an annual fair?: Start with one cup, plate and cutlery set per expected serving, plus 10% spare. For example, 200 planned servings means at least 220 of each item where every serving uses the full set.
When should I arrange equipment for an annual fair?: Reserve stalls, tents, toilets, waste collection and power-related equipment at least 4 to 6 weeks ahead. Finish checking and packing smaller supplies, signage and checkout materials 3 days before the event.
What power supplies are needed at an annual fair?: List the wattage and location of every coffee machine, kettle and other powered item before buying cables. Provide suitable extension cords, power strips, battery lamps and power banks, and keep cables secured away from walking routes.

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