What to Buy for an Annual Fair

An annual fair needs more than stalls and tables. You will need serving ware, drink equipment, payment supplies, signage, lighting and practical items for volunteers and visitors. Plan quantities from your expected visitor count, then add a small reserve for breakages, queues and late arrivals. Check power requirements before buying or collecting equipment, especially for coffee machines, kettles, refrigerators and lighting.

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What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 6
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Changing area
Crowd control barriersqty 12
Parasolsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 100
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 12
Small bowlsqty 30
Thermos flasksqty 8
Drink pitchersqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Refrigeratorsqty 2
Payment terminalsqty 3
Cash registersqty 3
Extension cordsqty 6
Power stripsqty 10
Work lightsqty 4
Handheld megaphone

Lighting

String lightsqty 8
Battery lanternsqty 10

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 20
Table numbersqty 25
Price holdersqty 30
Directional signsqty 20
Information boardsqty 6
Chalkboardsqty 8

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Serving tongsqty 8
Measuring cupsqty 3
Cooling platesqty 8
Insulated dispensersqty 4
Food warmersqty 4
Washing-up basinsqty 4

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 6
Cleaning clothsqty 20
Mopsqty 6
Waste binsqty 12
Ashtraysqty 6
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8

Catering

Groceries
- Coffee - 8 packs
- Tea - 6 boxes
- Sugar - 3 kilograms
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 8 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 - 8 cartons
- Orange juice - 8 packs
- Beer - 10 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Ice cubes - 20 bags
- Sandwich rolls - 250 pieces
- Mini rolls - 150 pieces
- Currant buns - 80 pieces
- Unsalted butter - 2 kilograms
- Margarine - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast - 2 kilogram
- Boiled eggs - 60 pcs
- Hummus - 12 tubs
- Cream cheese - 12 tubs
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Lettuce - 10 heads
- Peppers - 3 kilograms
- Onions - 2 kilograms
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Peanut butter - 3 jars
- Apple syrup - 3 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Party nuts - 6 kilogram
- Olives - 4 jars
- Pickles - 4 jars
- Grapes - 6 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Oranges - 6 kilograms
- Strawberries - 4 kilogram
- Mini muffins - 120 pieces
- Apple pie - 6 pieces
- Whipped cream - 12 aerosol cans
- Cookies - 8 packs
- Brownies - 80 pieces
- Cotton candy - 1 box
- Salt - 1 kilogram
- Pepper - 250 gram
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Olive oil - 2 liters
- Lemon juice - 1 liter
- Napkins - 1000 pieces
- Paper plates - 300 pieces
- Wooden stirrers - 500 pieces
- Paper straws - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Garbage bags - 120 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Liquid hand soap - 6 bottles
- Hand sanitizer gel - 8 bottles

Organization

Small change traysqty 6
Cash boxesqty 3
Wallet pouchesqty 6
Clipboardsqty 8
Pensqty 30
Markersqty 20
Notepadsqty 10
Notice boardsqty 4
Wristbandsqty 300
Name stickersqty 150
Cash boxesqty 2
Walkie-talkiesqty 8
Key setsqty 4
Table clampsqty 30
Cable tiesqty 200
Duct tapeqty 8
Cable tiesqty 4
Measuring tapesqty 3
Measuring tapeqty 2
Umbrellasqty 4
Rain barrelsqty 2

Tools

Hammerqty 3
Screwdriver setsqty 2
Pliersqty 4
Wrenchesqty 2
Tent pegsqty 60
Guy ropesqty 24
Work glovesqty 12
Step laddersqty 2

Tips

Count reusable cups, coffee cups, plates and cutlery for your busiest serving period, then add around 10% extra. A busy fair can quickly run short when items are still waiting to be washed.
Plan one serving point for every 50–75 visitors expected at peak time. Match each point with the right tables, serving spoons, small bowls, drink pitchers and thermos flasks.
Allow at least two extension cords and one power strip per powered service area, but confirm the available outlets and load before the fair. Keep power cables away from walkways and protect outdoor connections from rain.
Prepare payment supplies for every stall that takes money: a cash register or payment terminal, a printed price list and enough change. Sort coins and notes before opening so volunteers are not making change during the first queue.
Buy or collect signs, table numbers, floor-plan copies and wayfinding materials at least two days before the fair. Bring battery lanterns and work lights as a backup if the event continues into low light.

Frequently asked questions

How many cups and plates do I need for an annual fair?: Start with one cup and one plate per expected serving, then add 10–15% extra for breakage, spills and replacements. For coffee, plan at least one coffee cup per expected coffee serving and keep more available if washing facilities are limited.
What equipment do I need for an annual fair food stall?: A typical stall needs a table, serving spoons, small bowls, plates, cutlery, reusable cups where drinks are served, and a cooler or refrigerator for chilled goods. Add a coffee machine or kettle only after checking the power supply and outlet capacity.
How much change should I prepare for an annual fair?: Prepare change for the first two hours of trading, with a mix of small coins and notes rather than only large denominations. As a working check, budget at least 10–15 change transactions per stall before the event and top up from a secure reserve if needed.
When should I buy supplies for an annual fair?: Buy disposable or durable supplies at least one week ahead, and check borrowed or hired equipment two to three days before opening. Pick up chilled goods as close to the event as practical, usually on the same day or the day before.

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