What you need for a birthday market fair

A birthday market fair needs more than birthday decorations and snacks. You are also setting up several stalls, serving food and drinks, handling payments, and keeping chilled stock safe. This shopping list covers the practical items that are easy to overlook, from price tags and change to extension cords and serving tongs. Check quantities against your guest list, exhibitors, stall layout and the number of serving points before you shop.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 50
Beer table setsqty 4
Tablecloth clipsqty 24

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Birthday bannerqty 2
Table decorationsqty 10
Chalkboardsqty 6
Chalk markersqty 6
Price tagsqty 100

Equipment

Bluetooth speakerqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cash boxesqty 2

Tableware

Drinking glassesqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Serving tongsqty 6
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Mixing bowlsqty 4
Cake knifeqty 2

Lighting

LED light stringsqty 4
LED lanternsqty 6

Sports equipment

Ring toss game
Beanbagsqty 8
Sidewalk chalkqty 4

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Birthday cake - 2 cakes
- Cake candles - 2 boxes
- Matches - 1 box
- Baguettes - 8 pieces
- Mini rolls - 60 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Back ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 4 tubs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Red onion - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 2 bags
- Spiced nuts - 2 bags
- Pretzel sticks - 3 bags
- Cookies - 6 packs
- Brownies - 3 boxes
- Apples - 4 kilos
- Grapes - 3 kilos
- Bananas - 3 kilos
- Strawberries - 2 kilos
- Yogurt - 3 liters
- Muesli - 2 packs
- Lemons - 1 kilo
- Nut-free savory snacks - 3 bags
- Gluten-free rolls - 8 pieces
- Vegan spread - 4 packs
- Vegan cookies - 3 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Trash bags - 3 rolls
- Disinfecting wipes - 3 packs

Tips

Plan one drinking glass, coffee cup, plate and cutlery set per guest, then add 10% extra for breakages, dropped items and second servings. For 50 guests, that means 55 of each basic item.
Buy or bring at least one serving tray and one pair of serving tongs for each food table. Keep separate tongs for sandwiches, snacks and cake so queues move faster and food stays cleaner.
Allow two to three drinks per person for the first hour, then about one drink per person per hour. Chill the first batch in coolers before guests arrive and keep spare stock chilled rather than putting everything out at once.
Prepare price tags, chalk markers and cash boxes before shopping day ends. Bring enough small change for the expected cash sales; a simple starting point is 10% of projected cash takings in low-denomination coins and notes.
Count power equipment by location, not just by item: each coffee machine, kettle, speaker or lighting point needs a nearby outlet, with extension cords and power strips that reach without crossing walkways.

Frequently asked questions

How much food do I need for a birthday market fair?: For a two- to three-hour fair, plan 6 to 8 small savoury pieces per guest, plus one slice of cake per person and 10% extra. Add more if the fair overlaps a normal mealtime or if no other food is available.
How many drinks should I buy for a birthday market fair?: Plan two to three drinks per person for the first hour and one per person for each following hour. For 40 guests at a three-hour fair, that is roughly 160 to 200 drinks, depending on the weather and drink sizes.
How many plates, cups and glasses do I need?: Buy one of each item per expected guest, plus 10% spare. For 60 guests, prepare at least 66 plates, 66 drinking glasses, 66 coffee cups and 66 cutlery sets.
When should I buy and chill drinks for the fair?: Buy shelf-stable drinks 2 to 3 days beforehand and chill the first batch at least 6 hours before opening. Put replacement stock in the coolers as soon as space becomes available, rather than waiting until supplies run out.

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