What to Buy for an Annual Fair

An annual fair needs more than stalls and tables. You will also need serving equipment, power supplies, payment tools, signs, lighting and weather protection for visitors and stallholders. Plan quantities from the number of booths, expected visitors and serving points rather than buying everything in the same amount. Check rentals and supplier deliveries at least two weeks before the fair, then review batteries, cables and printed materials during the final week.

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What to bring

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

Furniture

Market stallsqty 25
Party tentsqty 4
Tablesqty 20
Chairsqty 40
High tablesqty 8
Foldable tablesqty 4
Tablecloth clipsqty 40

Tableware

Reusable cupsqty 250
Platesqty 150
Coffee cupsqty 100
Cutlery setsqty 150
Serving plattersqty 20
Serving jugsqty 8
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Cash boxesqty 2
Card machinesqty 2
Walkie-talkiesqty 6
Megaphonesqty 2
Flashlightsqty 6

Lighting

String lightsqty 8
Work lightsqty 4
Spare batteriesqty 24

Decorations

Buntingqty 12
Dutch flagsqty 8
Balloon archesqty 2
Table décorqty 12
Directional signsqty 12
Diaper clothsqty 25

Catering

Serving traysqty 12
Drink dispensersqty 4
Ice cube traysqty 4
Bread basketsqty 8
Label holdersqty 30
Price tagsqty 100
Disposable glovesqty 300
Aluminum serving traysqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Serving spoonsqty 8
Measuring cupsqty 4
Cooling matsqty 8

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Waste binsqty 12

Safety

Crowd barriersqty 20
First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Flashlightsqty 6
Barrier tapeqty 6
First aid glovesqty 4

Information

Info boardsqty 6
Floor plansqty 250
Program leafletsqty 250
Pensqty 20
Clipboardsqty 6
Wristbandsqty 300

Groceries

Coffee
- Coffee beans - 4 kilos
- Tea bags - 300 pieces
- Coffee milk - 12 liters
- Semi-skimmed milk - 20 liters
- Sugar - 5 kilo
- Sweetener - 300 pieces
- Stirrers - 500 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Beer - 10 crates
- Alcohol-free beer - 4 crates
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Lemons - 5 kilo
- Limes - 3 kilos
- Ice cubes - 30 kilo
- Baguettes - 30 pieces
- Mini rolls - 300 pieces
- Unsalted butter - 3 kilo
- Young cheese - 5 kilos
- Aged cheese - 5 kilos
- Back ham - 4 kilos
- Sliced chicken breast - 4 kilos
- Hummus - 3 kilos
- Cream cheese - 3 kilos
- Cucumbers - 5 kilos
- Tomatoes - 5 kilos
- Arugula - 2 kilos
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Tortilla chips - 12 bags
- Snack peanuts - 12 bags
- Breadsticks - 10 bags
- Olives - 6 jars
- Pickles - 6 jars
- Grapes - 8 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Mini muffins - 300 pieces
- Apple pie - 8 pieces
- Whipped cream - 12 aerosol cans
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Chili sauce - 3 bottles
- Olive oil - 3 liters
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Basil - 10 bunches
- Garlic - 1 kilo
- Onions - 3 kilos
- Napkins - 1500 pieces
- Paper straws - 500 pieces
- Sugar sachets - 500 pieces
- Trash bags - 150 pieces
- Garbage bags for glass - 30 pieces
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Hand soap - 12 bottles
- Hand sanitizer gel - 10 bottles
- Dish soap - 6 bottles
- All-purpose cleaner - 6 bottles
- Glass cleaner - 4 bottles
- Sponges - 20 pieces
- Cleaning cloths - 30 pieces
- Paper towels - 24 packs
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls
- Diet-friendly sandwiches - 30 pieces
- Gluten-free cookies - 6 packs
- Vegan spread - 3 kilos

Tips

Allow one table and two chairs for each stallholder unless a booking specifically needs more space. Keep a few foldable tables and spare chairs available for registration, refreshments and last-minute changes.
For every powered area, list the equipment first and then add extension cords and power strips with enough reach. Check the available outlets before the event and keep spare batteries for flashlights, walkie-talkies and other battery-powered equipment.
Plan reusable cups, plates and cutlery for the busiest serving period, not the average hour. If 100 people may eat or drink at once, prepare at least 100 place settings and a separate reserve for breakages or delayed washing.
Prepare one visible stall number and one clear route sign for every relevant position on the floor plan. Print the participant list and floor plan before setup, and keep extra copies at registration and with the volunteers.
Buy or collect weather and evening equipment early: party tents, tablecloth clips, coolers, thermos flasks, work lights and string lights are easy to overlook. Check the forecast during the final week and confirm that rented items arrive before stallholders begin setting up.

Frequently asked questions

How many tables and chairs do I need for an annual fair?: Start with one table and two chairs per stallholder, then add at least two spare tables and four spare chairs for registration, refreshments and changes. Increase the quantity for stalls that requested extra furniture.
How many cups, plates and cutlery sets should I buy?: Match the quantity to the busiest serving period. For 100 simultaneous servings, prepare at least 100 cups, plates and cutlery sets, plus around 10% extra for breakages, loss and delayed cleaning.
When should I arrange tents, toilets and waste collection?: Reserve these services at least two to four weeks before the annual fair, especially if the date is busy. Confirm delivery, collection and access details again during the final week.
How many extension cords and power strips are needed for an annual fair?: Count each separate powered area and provide one suitable extension cord for each connection, with power strips where several devices share an outlet. Check the layout and outlets at least one week before setup, and keep two spare cords available if possible.

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