Bakery Fair Shopping List

A bakery fair needs more than tables and display stands. Visitors will need plates, forks, tasting portions and drinks, while exhibitors need workable tables, chairs, power and preparation space. Buy or hire the serving equipment early, especially coffee machines, ovens, refrigerators and food warmers. Use the exhibitor list and floor plan to calculate quantities: each stand needs enough display space, and every demonstration needs its own safe power and preparation setup.

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What to bring

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

Furniture

High tablesqty 8
Trade fair tablesqty 24
Customer chairsqty 48
Exhibitor chairsqty 30
Tableclothsqty 30
Clothes racksqty 4
Bollardsqty 12

Tableware

Coffee cupsqty 150
Water glassesqty 150
Tasting platesqty 250
Pastry forksqty 250
Teaspoonsqty 150
Serving plattersqty 30
Serving traysqty 20
Milk jugsqty 8
Sugar bowlsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Food warmersqty 4
Induction hobsqty 2
Ovensqty 2
Handheld microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Cash boxesqty 2
Card machinesqty 3
Laptop
Printer

Kitchen

Mixing bowlsqty 8
Measuring cupsqty 6
Kitchen scalesqty 3
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Rolling pinsqty 4
Spatulasqty 8
Whiskqty 4
Baking traysqty 12
Baking pansqty 12
Oven mittsqty 6
Kitchen tongsqty 6
Slicersqty 2
Product tongsqty 20
Food containersqty 20
Digital thermometersqty 4

Decorations

Trade show bannersqty 6
Table runnersqty 30
Decorative bread basketsqty 20
Flower arrangementsqty 12
Directional signsqty 12
Table signsqty 30

Lighting

LED string lightsqty 8
LED construction lightsqty 6

Catering

Groceries
- Coffee beans - 4 kilos
- Black tea - 6 boxes
- Herbal tea - 4 boxes
- Hot chocolate - 3 liters
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 8 cartons
- Grape juice - 6 cartons
- Butter - 5 kilo
- Wheat flour - 10 kilos
- Whole wheat flour - 5 kilos
- Spelt flour - 4 kilos
- Rye flour - 3 kilos
- Granulated sugar - 5 kilos
- Powdered sugar - 3 kilos
- Brown soft sugar - 2 kilo
- Fresh yeast - 1 kilo
- Dry yeast - 6 sachets
- Baking powder - 6 sachets
- Baking soda - 3 packs
- Eggs - 10 cartons
- Whipped cream - 8 liters
- Cream cheese - 4 kilo
- Vanilla extract - 4 bottles
- Cinnamon - 4 jars
- Gingerbread spice - 4 jars
- Cocoa powder - 3 kilos
- Dark chocolate - 4 kilos
- Raisins - 4 kilos
- Almonds - 3 kilos
- Walnuts - 3 kilo
- Hazelnuts - 2 kilo
- Sesame seeds - 1 kilo
- Sunflower Seeds - 2 kilos
- Honey - 4 jars
- Apricot jam - 4 jars
- Strawberry jam - 4 jars
- Apples - 8 kilos
- Pears - 6 kilos
- Bananas - 5 kilo
- Grapes - 5 kilos
- Berries - 3 kilos
- Lemons - 3 kilos
- Small rolls - 180 pieces
- Mini croissants - 180 pieces
- Mini muffins - 180 pieces
- Mini cookies - 250 pieces
- Savory puff pastry snacks - 200 pieces
- Cheese - 4 kilos
- Hummus - 3 kilos
- Cucumber - 4 kilos
- Tomatoes - 5 kilos
- Arugula - 1 kilo
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Salt - 2 kilos
- Black pepper - 4 grinders
- Olive oil - 3 liters
- Baking paper - 6 rolls
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Bread bags - 300 pieces
- Paper napkins - 1000 pieces
- Cardboard tasting cups - 500 pieces
- Wooden stirrers - 500 pieces
- Paper straws - 300 pieces
- Coffee filters - 300 pieces
- Ice cubes - 20 kilo
- Trash bags - 6 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 6 bottles
- Glass cleaner - 3 bottles
- Disinfectant spray - 6 bottles
- Sponges - 12 pieces
- Microfiber cloths - 30 pieces
- Nitrile gloves - 8 boxes
- Disposable aprons - 100 pieces

Registration

Name badge holdersqty 150
Clipboardsqty 6
Pensqty 30
Registration formsqty 200
Program leafletsqty 250
Wristbandsqty 250
Small change traysqty 3

Cleaning

Trash binsqty 12
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Towel dispensersqty 4

Safety

Fire extinguishersqty 4
Non-slip matsqty 8
Cable matsqty 12
Flashlightsqty 4

Communication

Walkie-talkiesqty 6
Notepadsqty 12
Contact listsqty 12

Tips

Plan tasting service for the busiest hour, not the average crowd. As a starting point, allow one tasting plate and pastry fork per visitor at a time, then add at least 20% extra for replacements and replenishment.
Give each exhibitor a table, chair and tablecloth before ordering extras for visitors. Keep a separate reserve of about 10% of your tableware and seating so late changes or damaged items do not disrupt the fair.
Check every demonstration against the available power supply at least one week before the fair. Count extension cords and power strips by stand, and avoid placing ovens, induction hobs and coffee machines on one overloaded circuit.
For coffee and tea service, provide two cups and two water glasses per expected simultaneous user, plus extra milk jugs, sugar bowls, teaspoons and serving trays. Wash-up or replacement capacity is easy to overlook during a busy first hour.
Order printed materials and name badges at least 7 days before opening, then pack them with the signage and exhibitor information. Keep a small box for last-minute labels, tape and layout changes rather than relying on one delivery.

Frequently asked questions

How many tasting plates and pastry forks do I need for a bakery fair?: Start with one tasting plate and pastry fork per visitor who may be sampling at the same time, then add 20% extra. For 100 simultaneous tasters, prepare at least 120 of each.
How early should I hire bakery fair equipment?: Confirm tables, chairs, ovens, refrigerators, coffee machines and food warmers at least 3 to 4 weeks before the fair. Recheck delivery, power needs and quantities 7 days before opening.
What tableware do I need for a bakery fair?: Plan for coffee cups, water glasses, tasting plates, pastry forks, teaspoons, serving platters and trays, plus milk jugs and sugar bowls. Order roughly 20% more small serving items than the calculated peak requirement.
How many extension cords and power strips are needed for a bakery fair?: Count one suitable extension cord for each powered stand or demonstration area, then keep at least two spare cords and one spare power strip on site. Check the venue’s circuit capacity before connecting ovens, hobs or coffee machines.

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