What you need for a bird fair

A bird fair needs more than tables and cages. You will need separate equipment for exhibitors, bird care, registration, payments, refreshments and visitor flow. Start by counting exhibitors, birds, volunteers and expected visitors, then match quantities to those numbers. Arrange specialist items such as transport cages, drink bottles and cage covers early, because they are easy to overlook and difficult to replace at short notice. Use this list alongside your registration and layout plans.

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What to bring

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

Furniture

Tablesqty 32
Chairsqty 48
Entrance desk
Stoolsqty 6
Clothes racksqty 2
Bollardsqty 8

Tableware

Reusable coffee cupsqty 120
Reusable drinking glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 3
Extension cordsqty 8
Power stripsqty 10
Cash drawer
Payment terminal
Handheld microphone
Megaphone

Bird care

Bird cagesqty 36
Transport cagesqty 8
Water bowlsqty 48
Food bowlsqty 48
Drink bottlesqty 24
Bird netsqty 6
Cage coversqty 36
Wooden seating benchesqty 48
Reserve containersqty 12
Paper floor coveringqty 8
Bird transport boxesqty 20
Towelsqty 12

Decorations

Route signsqty 12
Tablecloth setsqty 20
Name badgesqty 60
Bird postersqty 12
Directional signsqty 8
Information boardsqty 10
Table numbersqty 36
Tapeqty 6
Cable tiesqty 100

Lighting

LED lampsqty 12
Work lightsqty 4
Batteriesqty 24

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Ice packsqty 20
Serving tongsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Spongesqty 12
Microfiber clothsqty 24
Hand sanitizer dispensersqty 6
Waste binsqty 10

Safety

First aid kit
Fire extinguishersqty 2
Non-slip matsqty 8
Work glovesqty 12

Administration

Clipboardsqty 6
Ballpoint pensqty 30
Notepadsqty 8
Visitor formsqty 200
Exhibitor listsqty 20
Cash box

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Green tea - 40 bags
- Herbal tea - 40 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 2 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Blackcurrant syrup - 3 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Stir sticks - 200 pieces
- Lemons - 12 pieces
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Grapes - 5 kilograms
- Mandarins - 4 kilogram
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Cheese biscuits - 4 packs
- Salted breadsticks - 4 packs
- Mixed nuts - 3 kilograms
- Popcorn - 4 bags
- Mini cream cheese - 3 tubs
- Unsalted butter - 2 packs
- Baguettes - 12 pieces
- Multigrain bread - 6 loaves
- White sandwich rolls - 60 pieces
- Whole wheat rolls - 60 pieces
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Egg salad - 2 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Bell peppers - 12 pieces
- Raw carrots - 3 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Apple syrup - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Vinaigrette - 2 bottles
- Eggs - 30 pieces
- Chicken breast - 2 kilogram
- Pasta - 3 kilograms
- Pasta salad - 5 kilograms
- Pesto sauce - 3 jars
- Feta - 1 kilogram
- Corn - 6 cans
- Olives - 2 jars
- Yogurt - 4 kilogram
- Muesli - 2 kilograms
- Cookies - 8 packs
- Mini muffins - 150 pieces
- Apple pie - 4 pieces
- Whipped cream - 6 cans
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Kitchen rolls - 12 rolls
- Garbage bags - 100 pieces
- Freezer bags - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Plastic gloves - 200 pieces
- Hand sanitizer gel - 6 bottles
- Bandages - 2 boxes
- Paper cups - 200 pieces
- Wooden stirrers - 200 pieces

Tips

Plan at least one table per exhibitor and keep extra tables available for registration, refreshments and information. Confirm the final exhibitor count before ordering or borrowing furniture.
Prepare one clearly labelled water bowl and food bowl for every active cage, plus spare bowls for replacements or cleaning. Drink bottles should be checked against the bird species and cage setup before opening.
Set up the entrance desk with a cash drawer and payment terminal, and test both at least 48 hours before the fair. Keep extension cords and power strips away from visitor routes and bird cages.
Print birdcage labels and direction signs several days in advance, not on the morning of the fair. Bring spare labels, pens and tape because species or table assignments can change after registration closes.
Count reusable cups, glasses, plates and cutlery for the busiest serving period, then add at least 10% spare. Check kettles, coffee machines and coolers the day before, including plugs and available power.

Frequently asked questions

How many bird cages do I need for a bird fair?: Plan one suitable cage for every bird that will be displayed, based on the confirmed exhibitor and species list. Keep spare cages available for changes, isolation or transport problems; confirming the final count at least one week before the fair gives you time to borrow more.
What bird care supplies are needed at a bird fair?: Prepare bird cages, transport cages, water bowls, food bowls, drink bottles, bird nets and cage covers. Check food and water arrangements for every cage at least 24 hours before opening, and bring spare bowls and drink bottles for replacements.
When should I prepare birdcage labels and signs?: Print labels and direction signs three to five days before the event, once table assignments and species records are stable. Pack at least 10% extra labels and keep a marker and tape at the entrance for last-minute corrections.
How much payment and refreshment equipment do I need?: Use one entrance desk with a cash drawer and payment terminal, and provide enough cups, glasses, plates and cutlery for the expected busiest period plus 10% spare. Test payment equipment and powered appliances at least 48 hours before visitors arrive.

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