What you need for an antiques fair

An antiques fair needs more than tables for exhibitors. You also need a clear entrance, reliable payment equipment, enough lighting for small items, and practical supplies for refreshments and wayfinding. This shopping list covers the equipment and materials that are easy to overlook when preparing the venue. Use the stall layout and expected visitor numbers to adjust quantities, especially for tables, chairs, signs, power supplies and drinks.

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What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 20
Foldable tablesqty 6
Folding chairsqty 30
Entrance table
Catering tableqty 2
Coat racksqty 2
Clothes racksqty 4
Transport cartsqty 2

Equipment

Card machinesqty 2
Extension cordsqty 8
Power stripsqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Flashlightsqty 4
Walkie-talkiesqty 4
Calculatorsqty 2

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 8
Chalkboardsqty 6
Directional signsqty 12
Booth numbersqty 20
Photo framesqty 6
Artificial flowersqty 8

Tableware

Coffee cupsqty 40
Tea glassesqty 40
Water glassesqty 40
Coffee spoonsqty 40
Cake plattersqty 40
Serving spoonsqty 4
Thermos cupsqty 20

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Serving plattersqty 6
Small bowlsqty 8
Storage boxesqty 8
Washing-up bowlsqty 2
Bottle openersqty 4
Can openersqty 2

Cleaning

Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 20
Rubber glovesqty 8
Waste binsqty 8
Waste binsqty 4

Organization

Cash register
Cash box
Wristbandsqty 200
Clipboardsqty 4
Pensqty 20
Markersqty 12
Rolls of tapeqty 8
Painter's tapeqty 6
Scissorsqty 6
Rope rollsqty 4
Measuring tapesqty 2
Staplersqty 2
Registration foldersqty 4
Visitor mapsqty 150
Exhibitor listsqty 30
Name stickersqty 100
Cash formsqty 50
Wristband traysqty 2

Safety

First aid kits
Flashlightsqty 4
Barrier tapeqty 4
Non-slip matsqty 6
Cable matsqty 8
Fire extinguishersqty 2

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Black tea - 1 box
- Herbal tea - 1 box
- Milk - 8 liters
- Plant-based milk - 3 liters
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Lemons - 2 kilograms
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 36 bottles
- Spa Rood - 18 bottles
- Apple juice - 6 bottles
- Orange juice - 6 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 4 bottles
- Rosé - 3 bottles
- Red wine - 2 bottles
- Ice cubes - 10 kilograms
- Stir sticks - 250 pieces
- Paper napkins - 500 pieces
- Coffee filters - 100 pieces
- Tea filters - 100 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Hand soap - 6 bottles
- Hand gel - 4 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Sponges - 12 pieces
- 60-liter trash bags - 100 pieces
- Garbage bags 120 liters - 40 pieces
- Paper cups - 300 pieces
- Paper plates - 150 pieces
- Wooden forks - 150 pieces
- Wooden spoons - 150 pieces
- Skewers - 200 pieces
- Baguettes - 8 pieces
- Butter - 1 kilogram
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Ham - 1 kilogram
- Chicken breast - 1 kilogram
- Hummus - 1 kilogram
- Cucumbers - 2 kilograms
- Tomatoes - 2 kilograms
- Lettuce - 4 heads
- Grapes - 3 kilograms
- Apples - 4 kilograms
- Bananas - 3 kilograms
- Mini currant buns - 100 pieces
- Butter cake - 4 pieces
- Apple pie - 4 pieces
- Filled cookies - 60 pieces
- Stroopwafels - 100 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Mixed snacks - 5 bags
- Mixed nuts - 5 bags
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Pepper - 1 grinder
- Salt - 1 pack
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Diet cookies - 2 packs
- Gluten-free rolls - 10 pieces
- Vegan spread - 2 tubs
- Bandages - 2 boxes
- Disposable gloves - 100 pieces
- Face masks - 20 pieces
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Printer paper - 2 packs
- Labels - 4 packs
- Colored pencils - 2 boxes
- Chalk markers - 2 boxes
- Paper tape - 6 rolls

Tips

Plan one booth number and one directional sign for every marked area before ordering printed materials. Add a few spare booth numbers in case the floor plan changes.
Allow at least one card machine for each busy payment point, plus a cash float and calculators for exhibitors or the entrance team. Test every card machine before the doors open.
Check power requirements at least one week before the fair. Count coffee machines, kettles, lamps and card machines, then bring enough extension cords and power strips without creating trip hazards.
For a full trading day, provide a refreshment station with coffee machines or kettles, thermos flasks, coolers and table space. Chill drinks before opening and keep dietary requirements with the catering order.
If the venue has dim corners or outdoor stalls, prepare LED lamps or battery lanterns for each affected section and test them after the stalls are installed. Keep flashlights available for setup and closing.

Frequently asked questions

What equipment do I need for an antiques fair?: Plan for market stalls or foldable tables, an entrance table, chairs, coat or clothes racks where needed, transport carts, payment equipment, lighting, signs and refreshment equipment. Confirm the final quantities after the booth floor plan is complete, normally at least one week before the fair.
How many tables do I need for an antiques fair?: Start with the number of confirmed exhibitors and the table allocation shown on the floor plan. Order one table per planned table position, then keep at least two spare tables available if the venue and transport allow it.
When should I buy supplies for an antiques fair?: Order printed materials, booth numbers and directional signs at least two weeks before the event. Buy or collect drinks, catering supplies and other consumables during the final week, and check the full shopping list 24 to 48 hours before opening.
How much lighting is needed for an antiques fair?: Provide one suitable LED lamp or lantern for each dim booth or display zone, with extra lighting for the entrance and payment area. Test the lighting after setup and keep at least two flashlights available for setup, power checks and closing.

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