What you need for an autumn market

An autumn market needs more than stalls and tables. Plan serving supplies for hot drinks and soup, reusable tableware, weather-ready furnishings and decorations that make each stand easy to find. This checklist also covers practical items such as storage boxes, chalk markers and coffee equipment, which are easy to overlook until setup day. Use the quantities below as a starting point and adjust them to your number of exhibitors, visitors and food vendors.

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What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 14
Folding chairsqty 80
Beer tablesqty 6
Folding benchesqty 12
Booth sheetsqty 12
Tableclothsqty 18
Clothes racksqty 6
Storage boxesqty 12

Tableware

Reusable cupsqty 350
Coffee cupsqty 250
Soup bowlsqty 180
Platesqty 220
Knivesqty 220
Forksqty 220
Spoonsqty 220
Serving spoonsqty 12
Thermos flasksqty 8
Water jugsqty 8

Decorations

Pumpkinsqty 35
Autumn leavesqty 10
Hay balesqty 12
Burlap sacksqty 15
Buntingqty 12
Chalkboardsqty 12
Chalk markersqty 18
Table decorationsqty 20
Buntingqty 10

Equipment

Coffee machinesqty 3
Soup kettlesqty 3
Kettlesqty 3
Coolersqty 6
Bluetooth speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 8
Hand trucksqty 2

Kitchen

Soup bowl cratesqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 18
Serving spoonsqty 12
Thermometersqty 3
Aluminum foilqty 4
Food storage containersqty 20

Cleaning

Waste binsqty 10
Broom setsqty 4
Mop setsqty 3
Bucketsqty 6
Cleaning cartsqty 2
Hand soap dispensersqty 6

Lighting

String lightsqty 12
LED lanternsqty 16
Battery lanternsqty 8

Catering

Groceries
- Coffee - 8 packs
- Decaf coffee - 1 pack
- Tea assortment - 250 bags
- Cocoa powder - 2 packs
- Sugar - 4 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Whipping cream - 8 spray cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 10 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Lemons - 3 kilos
- Apples - 8 kilos
- Pears - 5 kilo
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Pumpkins for soup - 18 kilo
- Onions - 5 kilo
- Garlic - 6 bulbs
- Carrots - 6 kilos
- Potatoes - 8 kilos
- Leeks - 4 kilo
- Celery - 2 kilo
- Vegetable broth - 12 liters
- Coconut milk - 12 cans
- Cooking cream - 6 liters
- Olive oil - 2 liters
- Unsalted butter - 2 kilos
- Salt - 1 pack
- Black pepper - 1 jar
- Curry powder - 1 jar
- Paprika powder - 1 jar
- Nutmeg - 1 jar
- Cumin - 1 jar
- Chili powder - 1 jar
- Parsley - 8 bunches
- Baguettes - 25 pieces
- Whole wheat bread - 12 loaves
- Gluten-free bread - 4 loaves
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Herb butter - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Savory pie - 12 pieces
- Mini quiches - 180 pieces
- Falafel balls - 180 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Pretzels - 8 bags
- Popcorn - 6 bags
- Cookies - 10 packs
- Spiced cookies - 8 packs
- Cinnamon buns - 80 pieces
- Apple pies - 8 pieces
- Cream Puffs - 120 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Napkins - 1000 pieces
- Paper Soup Cups - 250 pieces
- Wooden stirrers - 500 pieces
- Baking paper - 4 rolls
- Sandwich bags - 2 boxes
- Foil - 4 rolls
- Paper towels - 12 rolls
- Garbage bags - 120 pieces
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfecting wipes - 8 packs
- Sponges - 12 pieces
- Rubber gloves - 8 pairs
- Toilet paper - 48 rolls
- Tissues - 12 packs
- Bandages - 2 boxes
- Paper shopping bags - 200 pieces
- Cash change - 300 euro

Tips

Plan one place setting per expected visitor for the busiest serving period, then add 10% extra plates, bowls, knives, forks and spoons for replacements and delayed washing. For a market serving soup or snacks, count bowls separately from plates.
For hot drinks, allow two reusable cups per visitor if the market lasts several hours, plus one coffee cup per planned serving. Arrange enough thermos flasks, water jugs and serving spoons to keep each food or drink point working without constant trips.
Give every exhibitor a clear display area: provide one table or market stall per stand, and add a clothes rack where garments are sold. Keep storage boxes behind the stalls so packaging and personal items do not end up under visitors’ feet.
Prepare weather cover before the forecast becomes uncertain. Match each outdoor selling area with a party tent, and check at least 24 hours beforehand that tables, chairs, benches and booth sheets fit inside the available space.
Buy or gather autumn decorations at least three days before setup: pumpkins, hay bales, burlap sacks, bunting, autumn leaves, table decorations and chalkboards. Keep chalk markers with the signs so exhibitors can label prices and products on the day.

Frequently asked questions

What tableware do I need for an autumn market?: For every 100 expected visitors, start with 110 plates, 110 soup bowls, 110 sets of knives and forks, and 110 spoons. Add serving spoons for each food stall and keep at least 10% extra tableware available for breakage or unexpected demand.
How many cups should I buy for an autumn market?: Allow two reusable cups per visitor for a market lasting several hours, so 200 cups for 100 visitors. If coffee is served separately, plan at least one coffee cup per expected coffee serving and add 10% spare capacity.
What decorations are needed for an autumn market?: Use pumpkins, autumn leaves, hay bales, burlap sacks, bunting and table decorations to create an autumn setting. Prepare chalkboards and chalk markers for prices and stall names, and finish the decoration list at least three days before setup.
When should I buy supplies for an autumn market?: Buy disposable or hard-to-source supplies at least one week before the market. Check the complete shopping list three days before setup, then do a final count of cups, tableware, coffee equipment and decorations 24 hours before opening.

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