What you need for an art fair

An art fair needs more than artwork and tables. You need clear labels, reliable payment equipment, enough lighting, practical setup tools and supplies that keep visitors moving through the space. This shopping list covers the items people often remember too late, such as spare bulbs, charging cables, tape and printed information. Use the number of artists, stands and expected visitors to adjust quantities before placing orders or going shopping.

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What to bring

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

Furniture

Display wallsqty 24
Tablesqty 20
Chairsqty 60
Bar stoolsqty 8
Registration desk
Buffet tablesqty 3
Waste binsqty 8
Sculpture pedestalsqty 12
Clothes racksqty 4

Equipment

Card machinesqty 4
Tabletsqty 4
Charging cablesqty 8
Power stripsqty 10
Extension cordsqty 8
Gaffer tapeqty 6
Laddersqty 2
Tool casesqty 2
Measuring tapesqty 3
Spirit levelsqty 2
Hand trucksqty 3

Lighting

LED spotlightsqty 24
Standing lampsqty 6
Mood lightingqty 6
Spare light bulbsqty 12

Decorations

Plastic tableclothsqty 20
Directional signsqty 12
Welcome sign
Name badge holdersqty 40
Photo framesqty 6
Plantsqty 10
Wire and hooksqty 100
Cable tiesqty 100

Tableware

Glassesqty 180
Coffee cupsqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 4
Pitchersqty 8
Thermos flasksqty 8
Serving traysqty 8

Cleaning

Cleaning spongesqty 12
Microfiber clothsqty 20
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 300 pieces
- Black tea - 4 boxes
- Green tea - 3 boxes
- Herbal tea - 3 boxes
- Sugar - 3 kilograms
- Sweetener - 300 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lemons - 3 kilogram
- Still mineral water - 60 bottles
- Sparkling mineral water - 40 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsner beer - 72 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilograms
- Sparkling water for mocktails - 12 bottles
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 6 kilograms
- Strawberries - 4 kilogram
- Cucumbers - 5 kilogram
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilograms
- Bell peppers - 4 kilograms
- Celery - 2 kilograms
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Olives - 6 jars
- Sun-dried tomatoes - 4 jars
- Mixed nuts - 4 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Grissini - 12 packs
- Toast - 12 packs
- Crackers - 12 packs
- Baguettes - 20 pieces
- Mini wraps - 15 packs
- Mini quiches - 180 pieces
- Mini pies - 180 pieces
- Falafel balls - 150 pieces
- Cheese cubes - 5 kilogram
- Young cheese - 4 kilograms
- Brie - 3 kilograms
- Goat cheese - 2 kilogram
- Smoked salmon - 2 kilogram
- Turkey breast - 3 kilograms
- Vegetarian spread - 12 jars
- Pesto - 8 jars
- Mayonnaise - 4 bottles
- Mustard - 4 bottles
- Honey - 3 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Fresh basil - 10 bunches
- Fresh mint - 10 bunches
- Napkins - 800 pieces
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 2 boxes
- Dish soap - 4 bottles
- Disinfectant spray - 4 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs

Tips

Prepare one printed artist label for every artwork, plus at least 10 spare labels for last-minute changes. Keep price cards and labels in separate packs so volunteers can place them quickly during setup.
Plan at least one card machine for each sales desk, with one spare device if sales are handled in more than one area. Bring a charging cable and power source for every machine, tablet and phone used for payments.
Measure the exhibition space before buying or moving display equipment. Keep at least one measuring tape, spirit level, tool case, ladder and hand truck available for installation, and bring gaffer tape for cables and temporary fixes.
Use one directional sign at every decision point, plus a welcome sign at the entrance and a registration sign at the desk. Print extra copies of the visitor map and programme booklet rather than waiting until the opening day.
Count lighting by display area, not just by room: allow at least one adjustable LED spotlight for each major artwork group and keep spare bulbs available. Check power strips and extension cords during setup, before artists arrive.

Frequently asked questions

What should I buy for an art fair?: Start with display and visitor essentials: tables, display walls, labels, price cards, signs, payment equipment and printed programmes. Add lighting, extension cords, gaffer tape and setup tools, including a ladder and hand truck, so installation does not depend on last-minute borrowing.
How many art fair labels and price cards do I need?: Prepare one label and one price card for every listed artwork, then add at least 10% spare copies or a minimum of 10 extras. Print the final batch after the artwork list and prices have been checked, ideally 2–3 days before setup.
How much lighting is needed for an art fair?: Allow at least one LED spotlight for each major display area and check the lighting from visitor height before opening. Keep spare bulbs and enough extension cords and power strips for every lit section, with testing completed at least one day beforehand.
How many payment devices do I need for an art fair?: Use one card machine per active sales desk and keep one backup device when sales take place in multiple areas. Charge all devices fully and test the payment method at least 24 hours before doors open, with charging cables and power available at the desk.

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