What to buy for an art fair

An art fair needs more than tables and display walls. You will also need reliable payment equipment, clear printed signs, practical lighting, refreshments and enough serving items for the expected attendance. Plan separate supplies for artists, visitors and the organising team so essentials do not run out during the busiest hours. Order catering and drinks early, and check power, card payments and cash handling before the event rather than on opening day.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Exhibition wallsqty 24
Bar stoolsqty 6
Dressing room mirrorsqty 2

Equipment

Cash registersqty 2
Card machinesqty 2
Laptopsqty 2
Printers
Screensqty 2
Speakersqty 2
Microphone
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2
Tool casesqty 2

Lighting

Exhibition spotlightsqty 24
Standing lampsqty 6
Light Stripsqty 4

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Scissorsqty 8
Cutting boardsqty 4
Knives for prepqty 4
Pliersqty 8
Small bowlsqty 16
Waste binsqty 8

Decorations

Tableclothsqty 24
Wayfinding signsqty 10
Table signsqty 24
Price tagsqty 120
Name badgesqty 60
Adhesive stripsqty 8
Cable traysqty 12
Photo backdrop

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning cart
Hand soap dispensersqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- White beer - 36 bottles
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Disposable beer glasses - 150 pieces
- Paper coffee cups - 150 pieces
- Paper napkins - 500 pieces
- Stir sticks - 200 pieces
- Paper straws - 150 pieces
- Small rolls - 180 pieces
- Whole grain bread - 8 loaves
- Croissants - 60 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Smoked chicken breast - 2 kilo
- Hummus with roasted vegetables - 1 kilo
- Cucumbers - 3 kilos
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Strawberries - 3 kilos
- Mixed nuts - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olives - 3 jars
- Salted breadsticks - 6 bags
- Crackers - 8 packs
- Mini quiches - 120 pieces
- Vegetable spring rolls - 120 pieces
- Cheese soufflés - 100 pieces
- Vegan Puff Pastry Snacks - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Ice cubes - 20 kilo
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 1 pack
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper towels - 12 packs
- Hand sanitizer gel - 8 bottles
- Bandages - 2 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Ballpoint pens - 30 pieces
- Notepads - 10 pieces
- A4 paper - 2 packs
- Wristbands - 250 pieces
- Envelopes - 100 pieces
- Payment receipts - 250 pieces

Tips

Allow at least one table and one chair per exhibiting artist, then add a small reserve for registration, sales or information. Confirm the final artist count before placing the furniture order.
Plan two to three drinks per visitor for the first hour, with extra water available throughout the fair. Order coffee, tea and serving items together so cups, glasses and hot-drink equipment match the expected attendance.
Prepare one working card machine and one cash register for each busy sales point, plus a tested backup card machine if possible. Arrange the cash float at least one working day before the fair.
Count extension cords and power strips by room, not just by equipment item. Exhibition spotlights, laptops, printers, screens and charging stations should each have a reachable power connection without cables crossing visitor routes.
Print stand signs, name badges, the programme and the visitor map after participant details and stand numbers are confirmed. Keep a small batch of blank badges and spare signs for late changes.

Frequently asked questions

What supplies do I need for an art fair?: Plan display furniture, lighting, payment equipment, printed signage, power supplies, refreshments and serving items. For each exhibitor, allow at least one table, one chair and one clearly marked stand sign, then add reserves for shared areas.
How much food and drink should I buy for an art fair?: Use the confirmed registration count as your base and allow two to three drinks per visitor during the first hour, including water. Order catering and beverage stock at least 5 to 7 days ahead, or earlier if dietary requirements must be accommodated.
How many card machines are needed for an art fair?: Provide at least one card machine per busy sales point, with one spare device for the whole event if the budget allows. Test every device, charger and network connection no later than the day before opening.
When should I order art fair equipment and print materials?: Reserve tables, chairs, exhibition walls, lighting and technical equipment at least 2 to 4 weeks before the fair. Print the programme, map, stand signs and badges only after registrations and stand numbers are confirmed, preferably 3 to 5 days before the event.

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