What you need for a bazaar

A bazaar needs more than stalls and tables. Plan the shopping around the layout, the number of stallholders and whether food and drinks will be served. Reusable plates, bowls and cups reduce waste, while coffee machines, kettles, thermos flasks and coolers keep refreshments moving. Sort raffle prizes, labels and change before the doors open so volunteers are not searching for supplies during the busiest hour.

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What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Tablesqty 14
Chairsqty 80
High tablesqty 6
Clothes racksqty 4
Folding benchesqty 6
Tablecloth clipsqty 14

Tableware

Reusable platesqty 120
Reusable bowlsqty 40
Reusable cupsqty 180
Wine glassesqty 60
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20
Serving traysqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Coolersqty 2
Cutting boardsqty 4
Kitchen knivesqty 6
Pliersqty 6
Measuring cupsqty 3
Serving traysqty 8

Equipment

Bluetooth speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8
Power banksqty 4

Lighting

String lightsqty 6
LED lanternsqty 8
Lamp Standsqty 4

Decorations

Buntingqty 8
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 14
Chalkboardsqty 12
Chalk markersqty 12
Flower vasesqty 8
Artificial flowersqty 24
Stall number signsqty 12
Directional signsqty 8

Sales materials

Cash boxesqty 4
Price labelsqty 300
Price sign holdersqty 30
Small change traysqty 12
Cash register rollsqty 6
Pensqty 20
Calculatorsqty 4
Bagsqty 150
Wrapping paper rollsqty 6
Rolls of tapeqty 12
Scissorsqty 8

Raffle

Raffle drum
Raffle tickets basketsqty 4
Prize displaysqty 12

Children's games

Ring toss set
Can toss set
Tug of war rope
Wooden gamesqty 4
Play matsqty 4
Colored pencilsqty 24
Coloring pagesqty 150
Prize giftsqty 100

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broomqty 3
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries
- Coffee - 2.5 kg
- Tea - 200 bags
- Sugar - 2 kg
- Sweeteners - 200 pieces
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- 7UP - 6 bottles
- Iced tea - 6 bottles
- Sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Lemonade syrup - 3 bottles
- Lemons - 20 pieces
- Ice cubes - 20 kg
- Carbonated mineral water - 6 bottles
- Baguettes - 12 pieces
- Bread rolls - 80 pieces
- Mini burgers - 120 pcs
- Vegetarian burgers - 30 pieces
- Hot dog sausages - 80 pieces
- Hot dog buns - 80 pieces
- Cheese slices - 2 kg
- Young matured cheese - 2 kg
- Ham - 1.5 kg
- Chicken Breast Topping - 1,5 kg
- Hummus - 1 kg
- Cream cheese - 1 kg
- Butter - 1 kg
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Satay sauce - 2 kg
- Fried onions - 4 bags
- Pickles - 4 jars
- Lettuce - 8 heads
- Tomatoes - 4 kg
- Cucumbers - 12 pieces
- Onions - 3 kg
- Bell peppers - 3 kg
- Mushrooms - 2 kg
- Apples - 8 kg
- Bananas - 5 kg
- Grapes - 4 kg
- Mandarins - 5 kg
- Strawberries - 3 kg
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Cocktail nuts - 4 bags
- Popcorn - 3 kg
- Cookies - 10 packs
- Brownies - 80 pieces
- Apple pie - 6 pieces
- Whipped cream - 12 aerosol cans
- Sugar waffles - 100 pieces
- Herb butter - 8 tubs
- Salt - 1 kg
- Pepper - 250 g
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Olive oil - 2 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Napkins - 500 pieces
- Paper straws - 300 pieces
- Coffee filters - 200 pieces
- Stirrers - 300 pieces
- Disposable gloves - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Stain remover - 2 bottles

Tips

Count tables, chairs, clothes racks and folding benches against the stall layout before shopping. Add tablecloth clips for each table that will be used outdoors or under party tents.
For a food or drinks area, provide separate serving spoons and trays, plus small bowls for toppings or samples. Keep cutting boards and kitchen knives away from general serving equipment.
Match reusable plates, bowls, cups, coffee cups and wine glasses to the expected number of users, then add at least 10% extra for breakage, delays and second servings.
Prepare cash boxes and change no later than the day before. Sort raffle prizes and labels into separate, clearly marked containers so volunteers can hand them out without opening every box.
Test coffee machines, kettles, Bluetooth speakers and thermos flasks at least one day before the bazaar. Check that coolers have enough capacity and that every powered item has a suitable outlet nearby.

Frequently asked questions

What should I buy for a bazaar?: Start with the physical setup: market stalls, tables, chairs, party tents, clothes racks and tablecloth clips. Add serving equipment, coffee machines, kettles, coolers, labels, raffle prizes and cash boxes if the bazaar includes food, drinks or a raffle.
How many cups and plates do I need for a bazaar?: Plan one reusable cup and plate per expected guest using refreshments, then add 10% extra. For a busy two-hour serving period, prepare enough for at least one full round of use plus replacements while items are being washed or collected.
When should I prepare change for a bazaar?: Prepare and count change at least one day before the event. Divide it between the reserved cash boxes and record the starting amount before the venue opens.
When should I check the bazaar shopping list?: Do a complete check three to five days before the bazaar, then repeat it the day before shopping and again when the venue opens. The final check should cover equipment, prizes, labels, serving items and change.

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