Aquarium Fair Shopping List

An aquarium fair needs more than tanks and tables. You also need reliable filtration and aeration for every display, enough power equipment for the room, and practical supplies for registration, sales, refreshments, and cleanup. Buy or borrow equipment early, then check that every tank has the correct connections before exhibitors arrive. This list helps you cover the items people most often forget, including spare hoses, power strips, thermometers, cash-handling equipment, cups, and cool storage.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Aquarium standsqty 20
Registration desk
Stoolsqty 6
Coat racksqty 2
Bollardsqty 12
Storage boxesqty 12

Equipment

Aquarium tanksqty 24
Internal filtersqty 24
Air pumpsqty 12
Air hosesqty 100
Air stonesqty 24
Aquarium lightingqty 24
Power stripsqty 16
Extension cordsqty 16
Thermometersqty 24
Water quality testersqty 4
Water pumpsqty 4
Flashlightsqty 6
Cash machinesqty 2
Cash registersqty 2
Coolersqty 6
Waterproof extension cord coversqty 16
Cable traysqty 30
Water collection traysqty 24
Fish transport binsqty 30
Fishing netsqty 12
Water containersqty 12
Aquarium siphonsqty 6
Water thermometersqty 12
Digital scalesqty 4
Table lampsqty 12
Tool casesqty 3
Cable tiesqty 200
Waterproof tapeqty 8
Spare fusesqty 20
Walkie-talkiesqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Pitcherqty 4
Cooler cratesqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving tongsqty 8
Water glassesqty 100
Small bowlsqty 60

Decorations

Tableclothsqty 24
Booth numbersqty 24
Information boardsqty 10
Program boardsqty 6
Directional signsqty 12
Aquarium postersqty 12
Name badgesqty 40
Adhesive hooksqty 30
Table numbersqty 24
Pen holdersqty 8
Printer paperqty 2
Color printer
Tape dispensersqty 6
Scissorsqty 8
Markersqty 24

Cleaning

Bucketsqty 8
Mopsqty 4
Broomsqty 3
Floor squeegeesqty 3
Microfiber clothsqty 30
Waste binsqty 12
Toilet brushesqty 2
Water extractorsqty 2
Hand broomsqty 4
Dustpansqty 4
Warning signsqty 6

Lighting

LED work lightsqty 8
String lightsqty 6

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 200 pieces
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 3 kilograms
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 4 packs
- 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 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 24 cans
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted popcorn - 6 bags
- Mixed nuts - 4 bags
- Rice cakes - 6 packs
- Crackers - 6 packs
- Mini wraps - 120 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Ham - 2 kilograms
- Chicken breast - 2 kilogram
- Vegetarian spread - 8 tubs
- Cucumbers - 12 pieces
- Cherry tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Mini croissants - 100 pieces
- Mini raisin buns - 80 pieces
- Butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Herb mix - 2 jars
- Lemons - 12 pieces
- Ice cubes - 20 kilograms
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Floor cleaner - 4 bottles
- Dish soap - 4 bottles
- Sponges - 20 pieces
- Rubber gloves - 12 pairs
- Paper towels - 12 packs
- Drinking straws - 200 pieces
- Coffee filters - 200 pieces
- Food containers - 100 pieces
- Food storage bags - 2 boxes
Reusable serving traysqty 8
Sealable storage binsqty 12

Tips

Plan one working filter, air pump, air hose, and air stone for each active aquarium, plus at least 10% spare hoses and stones for replacements. Test every pump and connection 24 hours before setup.
Use one power strip and one extension cord per display area rather than daisy-chaining strips. Keep a flashlight available for checking plugs, leaks, labels, and livestock after the hall lights are reduced.
Give each tank a thermometer and a water quality tester. Check readings before exhibitors unload and keep water pumps, coolers, and replacement equipment together at the registration or support area.
Prepare cash machines or cash registers before the fair opens, with a counted float and separate storage for reserve cash. Do this at least 60 minutes before visitors arrive so registration and sales do not start with delays.
For refreshments, count one reusable cup per expected drink service and add 15% extra; provide coffee cups, plates, cutlery, serving tongs, thermos flasks, and a pitcher. Keep perishables in coolers or cooler crates until serving time.

Frequently asked questions

How many aquarium filters do I need for an aquarium fair?: Plan on one internal filter per active tank, unless a tank setup specifically uses another filtration system. Bring at least one spare filter for every 10 tanks, or a minimum of one spare for a small fair.
How many power strips and extension cords are needed for an aquarium fair?: Allow roughly one power strip and one extension cord for each display zone, then add two spare sets for troubleshooting. Check the total load with the venue at least 48 hours before setup.
How much tableware should I buy for an aquarium fair?: Start with one cup per expected drink service and add 15% extra. Match that quantity with coffee cups, plates, and cutlery sets, and provide at least one serving tong for each food serving point.
When should aquarium fair equipment be tested?: Test tanks, internal filters, air pumps, lighting, thermometers, and power connections at least 24 hours before the fair. Recheck the setup on the day itself, preferably 60 minutes before exhibitors and visitors arrive.

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