What to Buy for an Art Fair

An art fair needs more than tables and artwork. You will need a clear way to display pieces, protect sales, process payments and keep registration moving. Plan supplies around the number of exhibitors, stalls and expected visitors rather than buying one generic set. Order printed materials and specialist display items early, then check every box before setup day. This list focuses on the items people most often overlook until artists are already arriving.

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What to bring

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

Furniture

Exhibition tablesqty 30
Visitor chairsqty 80
Bar stoolsqty 12
Registration tablesqty 2
Information desk
Stoolsqty 20
Waste binsqty 10
Clothes racksqty 4

Presentation

Display panelsqty 40
Pedestalsqty 12
Picture hooksqty 120
Hanging railsqty 30
Steel wire setsqty 120
Clipboardsqty 10
Acrylic card holdersqty 60
Price sign holdersqty 100
Tablecloth coversqty 30
Plastic protective filmqty 4
Packaging cardboardqty 2
Bubble wrapqty 3

Lighting

LED spotlightsqty 30
LED light stringsqty 8
Standing lampsqty 6
Extension cordsqty 12
Power stripsqty 15

Equipment

Cash drawersqty 2
Card machinesqty 2
Tabletsqty 2
Label printer
Printer
Laptop
Coolersqty 4
Kettlesqty 3

Technical

Speakersqty 2
Microphone
Microphone stand
Audio cablesqty 4
Power banksqty 6

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 150
Wine glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Thermos flasksqty 8
Snack plattersqty 20
Cutting boardsqty 4
Serving tongsqty 8

Decorations

Entrance sign
Directional signsqty 12
Stand number signsqty 40
Flower arrangementsqty 8
Artificial plantsqty 12
Display casesqty 6

Safety

First aid kitsqty 2
Cable matsqty 20
Bollardsqty 8
Work glovesqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Dustpansqty 3
Broom setsqty 3

Catering

Groceries
- Coffee beans - 4 packs
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Decaf coffee - 1 pack
- Oat milk - 8 liters
- Semi-skimmed milk - 8 liters
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Tonic - 4 bottles
- Bitter lemon - 4 bottles
- Ice cubes - 20 kilo
- Alcohol-free beer - 48 bottles
- White beer - 48 bottles
- Rosé wine - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-Free Sparkling Wine - 6 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 3 kilos
- Olives - 3 kg
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Brie - 2 kilos
- Young cheese - 3 kilos
- Grapes - 5 kilos
- Apples - 50 pieces
- Pears - 40 pieces
- Cucumber - 10 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Peppers - 20 pieces
- Grape juice - 4 liters
- Toast - 12 packs
- Baguettes - 20 pieces
- Gluten-free crackers - 4 packs
- Vegan wraps - 6 packs
- Herb butter - 2 kilo
- Pesto - 6 jars
- Tomato tapenade - 6 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Coffee filters - 300 pieces
- Teaspoons - 300 pieces
- Stirrers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 2 boxes
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Hand gel - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs

Tips

Plan one exhibition table or display surface per stall, then add a small reserve if space allows. Count visitor chairs, bar stools and registration furniture separately so exhibitor seating does not take over the public area.
Buy protective materials before the fair, not after the first sale. Packaging cardboard and bubble wrap should cover the largest expected artwork, while plastic protective film helps shield tables and display areas during setup.
Check lighting at the actual venue at least 7 days before opening. Count LED spotlights, lamps or light strings by display zone, then add extension cords and power strips only after confirming where outlets are located.
Prepare one payment setup for every busy sales point, plus a backup option. Test card machines, tablets, cash drawers, printers and the label printer 24 hours before the event, including charging cables and paper.
Keep registration supplies separate from exhibitor materials. Set aside badges, wristbands, clipboards, acrylic card holders and price sign holders in labelled boxes so staff can find them immediately during arrival and stall setup.

Frequently asked questions

How many tables do I need for an art fair?: Start with one exhibition table or equivalent display surface per exhibitor stall. Add at least 1–2 spare tables for registration, information and unexpected layout changes, then confirm the final count against the floor plan 7 days before the fair.
When should I order art fair packaging supplies?: Order packaging cardboard, bubble wrap and protective film at least 2 weeks before the event. This gives you time to check sizes, replace damaged materials and pack supplies by stall or display area.
How many card machines are needed for an art fair?: Plan one card machine for each active sales point, with at least 1 tested backup for the whole fair. Test every device 24 hours before opening and confirm that tablets, chargers and payment access are ready.
What lighting supplies do I need for an art fair?: Each display zone needs enough LED spotlights, standing lamps or light strings to illuminate artwork without relying on the venue lights. Check the room 7 days ahead, then buy or pack extension cords and power strips for every required outlet connection.

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