Aquarium fair shopping list

An aquarium fair needs more than tables and display tanks. You need the equipment to keep aquariums running, move fish safely, test and treat water, handle payments and support exhibitors throughout the day. Plan quantities from your stall count, visitor numbers and opening hours. Buy consumables and backup items early, because fish bags, water conditioner, extension leads and printed signs are easy to overlook until setup has already started.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 50
Bar stoolsqty 4
Cash desk table
Information desk

Equipment

Demonstration aquariumsqty 12
Filter pumpsqty 12
Aquarium lightingqty 12
Air pumpsqty 8
Extension cordsqty 18
Power stripsqty 12
Cable traysqty 12
Coolersqty 6
Handheld microphone
Speakerqty 2
Cash drawer
Payment terminal
Kettleqty 2
Coffee makerqty 2
Refrigerator

Aquarium

Aquarium matsqty 12
Buckets of waterqty 12
Landing netsqty 12
Transport binsqty 20
Fish bagsqty 200
Hosesqty 8
Priming pumpsqty 4
Water conditionerqty 4
Water test kitsqty 4
Thermometersqty 12
Aquarium gravelqty 8
Decorative stonesqty 6
Artificial plantsqty 20
Water collection traysqty 8

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 6
Thermos flasksqty 4

Decorations

Stand number signsqty 30
Name badgesqty 80
Badge holdersqty 80
Tableclothsqty 24
Information boardsqty 12
Directional signsqty 16
Floor plansqty 150
Program flyersqty 150
Wristbandsqty 300

Lighting

LED lampsqty 8
Batteriesqty 24

Kitchen

Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 8
Pliersqty 4
Cooling matsqty 6

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 4 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 - 6 packs
- Orange juice - 6 cartons
- Lemon juice - 2 bottles
- Ice cubes - 10 kilos
- Stirrers - 300 pieces
- Paper napkins - 500 pieces
- Coffee filters - 200 pieces
- Teaspoons - 100 pieces
- Croissants - 60 pieces
- Mini muesli rolls - 60 pieces
- White rolls - 50 pieces
- Whole wheat rolls - 50 pieces
- Mini wraps - 50 pieces
- Multigrain crackers - 4 packs
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Egg salad - 2 kilo
- Cucumber - 10 pieces
- Tomatoes - 4 kilos
- Lettuce - 6 heads
- Bell peppers - 3 kilos
- Herb cheese - 1 kilo
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Peanut butter - 2 jars
- Jam - 3 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Party snacks - 4 kilos
- Popcorn - 4 bags
- Cookies - 8 packs
- Brownies - 60
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Lemons - 2 kilos
- Vegetarian wraps - 40 pieces
- Vegan cheese - 1 kilo
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Lactose-free milk - 4 liters
- Vegan hummus - 1 kilo
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Garbage bags - 100 pieces
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Hand soap - 6 bottles
- Nitrile gloves - 10 boxes
- Kitchen towels - 12 pieces
- Napkin dispensers - 4 pieces
- Drinking straws - 300 pieces
- Cardboard takeaway boxes - 100 pieces
- Wooden skewers - 300 pieces
- Coffee cups - 200 pieces
- Tea cups - 200 pieces

Tips

Prepare one complete water-handling kit for every active demonstration area: include a bucket, landing net, transport bin, hose, priming pump, thermometer and water test kit. Keep at least one spare kit available for a busy fair.
Match every demonstration aquarium with a filter pump, aquarium lighting, air pump and aquarium mat. Test the full setup at least 24 hours before opening, rather than discovering a missing adapter during setup.
Count power points by stall and add spare capacity for the information desk, cash desk, coffee maker and refrigerator. Use cable trays and power strips so walkways stay clear, and keep extension cords long enough to reach the planned power points.
Set up the cash desk with a cash drawer and payment terminal, then bring a clearly marked float if cash is accepted. Test the terminal and charging arrangements before exhibitors arrive, and keep entrance signs and the floor plan at the information desk.
Plan refreshments by opening hours instead of buying only for setup. For a four-hour fair, allow roughly two hot drinks per volunteer and exhibitor, plus extra cups, water and chilled storage for catering items; confirm dietary requirements before ordering.

Frequently asked questions

What equipment do I need for an aquarium fair?: For each demonstration aquarium, plan a filter pump, lighting, air pump, aquarium mat, thermometer and water test kit. For fish handling, add buckets of water, landing nets, transport bins, fish bags, hoses, priming pumps and water conditioner, plus power strips and cable trays for the electrical setup.
How many fish bags should I buy for an aquarium fair?: Use the number of expected fish sales or transfers as your baseline and add at least 20% spare bags. If exhibitors are bringing their own bags, still keep a shared emergency supply on hand because bags can split or become unusable during a busy trading period.
How early should aquarium fair equipment be tested?: Test pumps, lights, air lines, payment equipment and the microphone at least 24 hours before the fair. Fill and run demonstration aquariums early enough to find leaks, missing connectors or overloaded power points before exhibitors begin setup.
What should I bring for payments and visitor information?: Bring a cash desk table, cash drawer and payment terminal, along with the information desk, printed entrance signs and the floor plan. Put these materials together at least one day before opening, and test the payment terminal before the first visitor arrives.

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