What you need for an association market

An association market needs more than tables and a few club banners. You’ll need a clear stall setup, enough cooling and payment equipment, reliable power distribution, and practical items for exhibitors and visitors. This shopping list covers the physical setup for market stalls, including tents, racks, chairs, lighting, signage and communication equipment. Check quantities against your floor plan, exhibitor numbers and opening hours before buying or hiring anything.

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What to bring

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

Furniture

Party tentsqty 4
Tablesqty 24
Chairsqty 80
Beer tablesqty 8
Foldable tablesqty 8
Stoolsqty 12
Changing boothsqty 2
Clothes racksqty 4
Bollardsqty 12
Folding benchesqty 6

Equipment

Refrigeratorsqty 2
Coolersqty 4
Cash registersqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Megaphonesqty 2
Bluetooth speakersqty 2
Microphonesqty 2
Cable reelsqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 10
Balloonsqty 150
Balloon weightsqty 12
Tableclothsqty 24
Flower arrangementsqty 8
Club bannersqty 12
Announcement board
Chalkboardsqty 8
Photo backdrop

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving traysqty 8
Coffee potsqty 6
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Pliersqty 8
Serving spoonsqty 8
Measuring cupsqty 4
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4
Ice packsqty 24
Kitchen scalesqty 2
Food gloves
Apronsqty 12
Hair nets
Bottle openersqty 6
Thermometersqty 2
Measuring spoonsqty 2
Bread knivesqty 4
Serving tongsqty 12
Washing-up tubsqty 4
Draining racksqty 4
Water jerry cansqty 6

Cleaning

Waste binsqty 10
Vacuum cleaner
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Mint - 10 bunches
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini rolls - 100 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Cucumbers - 20 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Mini sausage rolls - 250 pieces
- Vegetarian snacks - 200 pieces
- Vegan snacks - 100 pieces
- Gluten-free snacks - 50 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Peanuts - 4 kilos
- Mixed nuts - 3 kilo
- Popcorn - 6 bags
- Cookies - 10 packs
- Brownies - 120 pieces
- Muffins - 120 pieces
- Whipped cream - 12 cans
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Napkins - 1000 pieces
- Paper plates - 300 pieces
- Straws - 300 pieces
- Stirrers - 500 pieces
- Coffee filters - 2 boxes
- Baking paper - 4 rolls
- Food storage containers - 50 pieces
- Trash bags - 80 pcs
- Compostable trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant - 3 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Rubber gloves - 20 pairs
- Toilet cleaner - 4 bottles
- Air freshener - 4 cans

Administration

Registration formsqty 100
Program flyersqty 500
Floor plansqty 300
Booth number cardsqty 40
Name badgesqty 80
Badge holdersqty 80
Ballpoint pensqty 30
Markersqty 20
Clipboardsqty 10
Price listsqty 40
Receipt rollsqty 20
Cash traysqty 4
Cash boxesqty 2
Wristbandsqty 500
Paper tapeqty 12
Duct tapeqty 8
Rope
Cable ties
Scissorsqty 8
Staplersqty 4
Staples
Pen holdersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Flashlightsqty 6
Spare batteries
Non-slip matsqty 12
Cable matsqty 20
Conesqty 20
Warning tape
Vestsqty 20
Rain umbrellasqty 4

Tips

Count tables, chairs and clothes racks from the booth layout rather than estimating by visitor numbers. Add at least one spare table and a small number of extra chairs if exhibitors will be working in shifts.
Plan cooling by product type and stall, not just by total volume. Reserve refrigerators or coolers for items that must stay cold, and check their capacity and power requirements before the market opens.
Treat payment equipment as a separate checklist. Prepare one cash register or card machine for each busy sales point, plus charging stations and power banks or another backup for devices that run all day.
Measure the distance from outlets to every stall before choosing extension cords, power strips and cable reels. Keep walkways clear and secure cables so visitors cannot trip over them.
Prepare signs and identification before setup day. Print price lists, name badges and the floor plan early, and bring club banners, tablecloths, lighting and balloon weights so stalls remain visible and stable.

Frequently asked questions

How many tables do I need for an association market?: Start with one main table per stall, then compare that number with each exhibitor’s display needs. Add one spare table for every 10 stalls, or at least one if there are fewer than 10.
How many chairs should I prepare for an association market?: Provide two chairs per stall when exhibitors work in pairs, or one per stall for short shifts. Keep around 10% extra chairs available for volunteers, registration and unexpected needs.
When should I arrange refrigerators and coolers?: Confirm cooling equipment at least 2 to 3 weeks before the market, especially if it must be hired. Check capacity, outlet access and setup time no later than the day before opening.
How much lighting is needed for an association market?: Plan at least one LED lamp or string-light section for each dark or covered stall, with battery lanterns as backup. Test all lighting and extension cords at least 24 hours before visitors arrive.

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