What to Buy and Bring for an Antique Fair

An antique fair needs more than tables for the stalls. You also need clear visitor information, reliable payment equipment, enough lighting, refreshments and a practical way to move supplies around the venue. This shopping list covers the items that are easy to overlook, from extension cords and price cards to cups, serving equipment and change. Use it alongside your floor plan and exhibitor numbers so you buy for the actual size of your fair.

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What to bring

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

Furniture

Foldable tablesqty 35
Chairsqty 80
Bar stoolsqty 6
Information desk
Clothes racksqty 4
High tablesqty 6
Transport cartsqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 2
Laptopsqty 2
Handheld microphone
Megaphone

Lighting

LED lampsqty 12
Standing lampsqty 6
String lightsqty 6
Night lightsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 100
Cake platesqty 80
Teaspoonsqty 80
Serving spoonsqty 8
Serving plattersqty 10
Thermos flasksqty 6
Water jugsqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 1 kilo
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- White wine - 6 bottles
- Red wine - 4 bottles
- Non-alcoholic wine - 3 bottles
- Paper cups - 150 pieces
- Wooden stirrers - 200 pieces
- Napkins - 300 pieces
- Sugar waffles - 100 pieces
- Butter cookies - 6 packs
- Mini apple turnovers - 100 pieces
- Mini croissants - 80 pieces
- Mini cheese buns - 80 pieces
- Mini vegetarian bites - 80 pieces
- Mini gluten-free snacks - 30 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Grapes - 4 kilos
- Apples - 4 kilos
- Bananas - 3 kilos
- Cucumber - 4 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Herb butter - 4 tubs
- Baguettes - 12 pieces
- Mini rolls - 100 pieces
- Cheese slices - 3 kilos
- Young matured cheese - 2 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Vegetarian spreads - 8 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 3 jars
- Pickles - 3 jars
- Pepper - 1 can
- Salt - 1 tin
- Paper lunch bags - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 3 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Tea towels - 20 pieces
- Disposable gloves - 2 boxes
- Kitchen napkins - 200 pieces
- Ice cubes - 10 bags
- Coffee filters - 200 pieces
- Bottle openers - 4 pcs
- Corkscrews - 3 pieces

Decorations

Trade show bannersqty 4
Tableclothsqty 35
Fabric backdropsqty 12
Decorative vasesqty 12
Artificial flowersqty 12
Photo framesqty 10
Decorative mirrorsqty 6
Table décorqty 20

Paper goods

Booth number cardsqty 40
Price tagsqty 500
Visitor brochuresqty 250
Exhibitor listsqty 50
Registration formsqty 100
Pensqty 30
Notepadsqty 10
Tapeqty 12
Double-sided tapeqty 6
A4 paperqty 2
Clipboardsqty 8
Pictogram signsqty 12
Directional signsqty 16

Cash register

Cash boxesqty 2
Cash counting traysqty 2
Cash register rollsqty 6
Wristbandsqty 250
Coin bowlsqty 4
Receipt rollsqty 8
Calculatorsqty 3
Walletsqty 4

Cleaning

Broomsqty 4
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 6
Trash binsqty 12
Cleaning clothsqty 30
Toilet brushesqty 4
Rubber glovesqty 8
Hand broomsqty 6
Dustpansqty 4

Safety

Flashlightsqty 4
Batteriesqty 24
Barrier tapeqty 4
Non-slip matsqty 12
Work glovesqty 12

Transport

Hand trucksqty 3
Storage cratesqty 20
Moving blanketsqty 12
Ratchet strapsqty 8
Roll containersqty 4

Tips

Plan at least one table or display surface per exhibitor, then add a separate information desk and enough chairs for registration and rest areas. Transport carts are useful when tables, boxes and catering supplies must move between the entrance and the stands.
Bring at least one card machine for each payment point, plus a laptop for registrations or exhibitor information. Prepare change before opening and keep a separate cash float at every staffed payment point.
Allow one power strip and one extension cord for each area with several electrical items, such as coffee machines, kettles or lamps. Check the venue’s available sockets before shopping; antique dealers may also need safe lighting for small objects.
For refreshments, buy cups, glasses, cake plates, teaspoons, serving spoons, serving platters, thermos flasks and water jugs as one set rather than adding them later. Chill drinks before doors open and keep spare supplies near the catering area.
Print price cards, stand numbers, exhibitor lists and visitor information before the fair day. Pack spare paper, pens and tape with the signage so last-minute changes do not leave an unlabelled stand or an empty information desk.

Frequently asked questions

What do I need to buy for an antique fair?: Start with tables, chairs, an information desk, signage materials, price cards and stand numbers. Add card machines, change, extension cords, lighting, coffee equipment, serving ware and groceries for the number of exhibitors and visitors you expect.
How many tables do I need for an antique fair?: Plan at least one foldable table or equivalent display area per exhibitor. Add separate tables for the information desk, refreshments and any registration or payment point rather than taking these from the exhibitors’ allocation.
How much catering should I buy for an antique fair?: Base groceries and drinks on your confirmed visitor and exhibitor numbers, then keep a small reserve for the busiest period. Have refreshments ready before opening, and chill drinks early enough to serve them cold when the first visitors arrive.
When should I prepare antique fair signage and price cards?: Print the exhibitor list, visitor information, stand numbers and price cards before the event day. Pack them with spare supplies at least one day in advance so registration changes or a missing label can be fixed before the venue opens.

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