What you need for an antique fair

An antique fair needs more than tables and display cases. You also need a reliable check-in point, working payment equipment, clear price forms, enough lighting, and refreshments for exhibitors and visitors. Use the quantities in your event plan as a starting point, then adjust them to the number of exhibitors, opening hours, and venue layout. Buy or collect consumables shortly before the fair, and keep chilled groceries refrigerated until setup.

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What to bring

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

Furniture

Foldable tablesqty 30
Chairsqty 45
Registration desk
Coffee tablesqty 3
Clothes racksqty 6
Display casesqty 4
High stoolsqty 6
Tableclothsqty 35
Plexiglass table risersqty 20

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Payment terminalsqty 2
Laptopsqty 2
Printer
Handheld microphone
Flashlightsqty 6
Extension cordsqty 10
Power stripsqty 10
Cable matsqty 12
Gaffer tapeqty 6
Cable reelsqty 4
Cash register
Cash box
Coupon bookletsqty 4
Calculatorsqty 3
Walkie-talkiesqty 6

Lighting

LED construction lightsqty 8
LED stringsqty 6
Spare batteriesqty 24

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 80
Cake platesqty 80
Teaspoonsqty 80
Serving traysqty 8
Bowlsqty 12

Kitchen

Coffee thermosesqty 6
Water jugsqty 6
Serving tongsqty 8
Cutting boardsqty 2
Bread knivesqty 2
Ice packsqty 20

Decorations

Stand number signsqty 30
Floor plansqty 120
Program flyersqty 150
Directional signsqty 12
Name badgesqty 50
Table signsqty 30
Price holdersqty 100
Clipboardsqty 8
Pensqty 30
A4 paperqty 2
Markersqty 12
Table runnersqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4
Waste binsqty 8
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Cleaning clothsqty 20
Dish brushesqty 4
Rubber glovesqty 6
Toilet brushesqty 4
Warning signsqty 4

Catering

Groceries
- Coffee beans - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 6 liters
- Semi-skimmed milk - 10 liters
- Oat milk - 4 liters
- Coffee creamer - 6 tubs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Prosecco - 4 bottles
- Lemons - 12 pieces
- Fresh mint - 4 bunches
- Ice cubes - 12 bags
- Stir sticks - 250 pieces
- Coffee filters - 2 packs
- Napkins - 500 pieces
- Mini croissants - 100 pieces
- Mini muffins - 100 pieces
- Apple pie - 4 pieces
- Lemon cake - 4 pieces
- Cheese cubes - 3 kilo
- Grapes - 4 kilos
- Apples - 4 kilos
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Rice cakes - 6 packs
- Gluten-free crackers - 4 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cocktail sticks - 2 boxes
- Sandwiches - 100 pieces
- Mini sandwiches - 120 pieces
- Cheese slices - 3 kilos
- Ham slices - 2 kilo
- Chicken breast slices - 2 kilos
- Vegetarian spreads - 12 tubs
- Vegan spreads - 8 tubs
- Butter - 2 kilos
- Jam - 4 jars
- Honey - 2 jars
- Pickles - 2 jars
- Mixed nuts - 4 kilos
- Raisins - 2 kilos
- Chocolate cookies - 8 packs
- Low-salt crackers - 4 packs
- Vegan cookies - 4 packs
- Allergen cards - 30 pieces
- Paper cups - 250 pieces
- Paper plates - 200 pieces
- Wooden forks - 200 pieces
- Wooden spoons - 200 pieces
- Straws - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Degreaser - 2 bottles
- Floor cleaner - 2 bottles
- Sponges - 12 pieces
- Kitchen gloves - 4 pairs

Tips

Allow one registration desk, one laptop, and one printer for exhibitor check-in and printed lists. Test the printer and payment equipment before opening, not while visitors are waiting.
Plan at least one payment terminal and a cash float for the registration or sales point. Keep spare batteries and a backup charging option available if the venue has limited sockets.
For each display area, match the furniture to the stock: foldable tables with tablecloths, display cases for smaller valuables, and clothes racks where exhibitors sell garments or textiles.
Buy refreshments according to attendance and opening hours. Provide separate coffee cups, tea glasses, water glasses, cake plates, and teaspoons rather than relying on a single type of tableware.
Collect extension cords, power strips, cable reels, cable mats, and gaffer tape before setup. Mark walking routes and cover every cable crossing before exhibitors bring in fragile antiques.

Frequently asked questions

What should I buy for an antique fair?: Start with display furniture, tablecloths, display cases, clothes racks, payment equipment, price-list forms, signage materials, lighting, and refreshments. The exact quantity depends on the number of exhibitors and tables, so confirm the booth layout before shopping.
How many tables do I need for an antique fair?: Use one table allocation per exhibitor or per planned booth, then add at least one registration desk and any coffee tables shown in the layout. Confirm the final count after exhibitor registrations close, ideally 3–7 days before the event.
How much coffee and tea should I buy for an antique fair?: For a four-hour fair, allow roughly 2 hot drinks per exhibitor and 1 drink per expected visitor if refreshments are provided. Buy cups, tea glasses, water glasses, cake plates, and teaspoons for the same headcount, plus about 10% extra.
When should I prepare the antique fair shopping list?: Prepare the list at least 2 weeks before the fair, after the venue, booth layout, and exhibitor numbers are confirmed. Do the final check 2–3 days before opening, and refrigerate any perishable groceries as soon as they arrive.

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