What to Buy and Bring for an Art Fair

An art fair needs more than tables for displaying work. You will also need clear price tags, name tags, signage, lighting, power access and practical equipment for artists and visitors. Plan supplies around the number of exhibitors, the booth layout and your opening hours. This checklist helps you prepare the items that are often ordered too late, especially printed materials, extension cords, display lighting and refreshments for the team.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Exhibition wallsqty 12
Bar stoolsqty 6
Changing room rackqty 2
Bollardsqty 8
Clothes hangersqty 30

Equipment

Laptopqty 2
Printer
Projector
Projection screen
Microphoneqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Gaffer tapeqty 4
Toolboxqty 2
Ladderqty 2
Hand mirrorsqty 2

Lighting

LED spotlightsqty 12
Mood lightingqty 6
Desk lampsqty 8
Batteriesqty 24

Decorations

Tableclothsqty 18
Flower arrangementsqty 8
Balloonsqty 80
Buntingqty 4
Chalkboardsqty 6
Photo framesqty 12
Directional signsqty 12
Name badgesqty 80
Badge holdersqty 80
Adhesive hooksqty 80
Price tagsqty 120
Information boardqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 16
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Ice cube traysqty 6
Serving traysqty 6
Corkscrewsqty 3

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea bags - 3 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 3 cases
- Beer - 4 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salty sticks - 4 bags
- Mixed nuts - 3 bags
- Olives - 4 jars
- Grapes - 6 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mini cucumbers - 4 kilos
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Cheese slices - 3 kilos
- Brie - 2 kilos
- Grape jam - 3 jars
- Baguettes - 20 pieces
- Mini rolls - 160 pieces
- Wholemeal wraps - 8 packs
- Chicken breast slices - 2 kilos
- Hummus wraps - 40 pieces
- Vegetarian quiche - 8 pieces
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Napkins - 400 pieces
- Stir sticks - 200 pieces
- Paper straws - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 80 pcs
- Garbage bags for glass - 20 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Paper towels - 8 packs
- Bandages - 2 boxes
- Paper bags - 150 pieces
- Bubble wrap - 3 rolls
- Wrapping paper - 4 rolls
- Adhesive tape - 8 rolls
- Labels - 300 pieces
- Ballpoint pens - 30 pieces
- Pencils - 20 pieces
- Highlighters - 12 pieces

Tips

Allow one table or display surface per booth, then add at least one shared table for registration, information or refreshments. Confirm the final exhibitor count before placing the furniture order.
Prepare one price tag for every displayed work, plus around 10% extra for last-minute changes. Print artist name tags and visitor signage at least three working days before opening.
Use one extension cord and one power strip for each separate powered display area, with at least 20% spare capacity. Bring gaffer tape to secure cables and a toolbox for quick adjustments.
Plan lighting for every booth rather than relying on the venue’s ceiling lights. Bring spare batteries for small lights, and check that the ladder and LED spotlights are available before setup begins.
Order refreshments according to the confirmed dietary requirements, not the initial registration estimate. Finalise the list at least five days before the fair so the coffee service and food order can be adjusted.

Frequently asked questions

What should I buy for an art fair booth?: Start with a table or display surface, signage, price tags, artist information, suitable lighting and cable-management supplies. Add chairs or stools only where exhibitors need them, and allow one complete setup per confirmed booth.
How many price tags do I need for an art fair?: Prepare one price tag for each item on display, plus 10% extra for replacements or late changes. If a booth shows 30 works, print at least 33 tags.
How much lighting is needed for an art fair?: Plan at least one adjustable LED spotlight or desk lamp for each display area, then check the layout for dark corners. Test every light and power connection during setup, at least two hours before doors open.
When should I order art fair print materials?: Order signage, name tags, price tags and visitor-program materials at least one week before the event. Keep three working days before opening as the latest safe deadline for printing and corrections.

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