Camper Fair Shopping List

A camper fair needs more than stalls and visitor information. You will need supplies for exhibitors, a staffed information desk, refreshments, parking guidance and safe power distribution across the site. Plan drinks and tableware by guest numbers, then add a reserve for the busiest period. Non-perishable items can be set up early, while chilled stock, payment equipment and lighting should be checked shortly before the fair opens.

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What to bring

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

Furniture

Party tentsqty 2
Information desk
Tablesqty 12
Folding chairsqty 40
Bar stoolsqty 8
High tablesqty 8
Table skirtsqty 8
Clothes racksqty 2
Storage cratesqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Power stripsqty 8
Extension cordsqty 8
Cable rampsqty 6
Mobile payment terminalsqty 2
Walkie-talkiesqty 6
Handheld megaphonesqty 2

Lighting

LED lampsqty 10
String lightsqty 6
Batteriesqty 24

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 6
Pliersqty 6
Storage binsqty 10

Decorations

Trade fair flagsqty 6
Balloon archesqty 2
Table décorqty 12
Name badge holdersqty 50
Name badgesqty 250
Directional signsqty 20
Display holdersqty 12
Tapeqty 6
Cable tiesqty 100
Chalkboardsqty 6

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Vacuum cleaner
Spongesqty 8
Microfiber clothsqty 12
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Work glovesqty 8
Reflective vestsqty 6
Flashlightsqty 4
Barrier tapeqty 4
Traffic conesqty 12

Catering

Groceries
- Coffee beans - 4 kilos
- Tea bags - 250 pieces
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 250 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Still water - 120 bottles
- Sparkling water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Ice cubes - 20 kilo
- Mini rolls - 250 pieces
- Whole wheat bread - 12 loaves
- White rolls - 12 loaves
- Croissants - 80 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Cucumber - 3 kilos
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 2 kilos
- Egg salad - 2 kilo
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Vegetarian wraps - 80 pieces
- Chicken wraps - 80 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snack mix - 8 bags
- Mixed nuts - 4 kilos
- Olives - 3 kg
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Cookies - 10 packs
- Brownies - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Honey - 2 jars
- Paper napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Hand sanitizer - 6 bottles
- Cleaning gloves - 12 pairs
- Paper towels - 12 packs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Matches - 4 boxes
- Pens - 50 pieces
- Permanent markers - 20 pieces
- Notepads - 10 pieces
- Printer paper - 5 packs
- Labels - 500 pieces

Tips

Plan two to three drinks per visitor for the first hour, then add one drink per person for each additional hour. Keep extra stock chilled in coolers and use thermos flasks for hot drinks.
Allow one reusable drinking glass per expected guest plus 10% spare capacity. For coffee service, prepare at least one coffee cup, plate and cutlery set per planned serving, with extra sets for exhibitors and staff.
Count power points before buying or collecting equipment. Use power strips and extension cords only with cable ramps wherever cables cross visitor routes, and keep a separate supply of batteries for LED lamps and handheld equipment.
Prepare one information pack per exhibitor and one visitor information sheet per expected group or household. Keep spare copies, pens and storage crates at the information desk so late arrivals do not interrupt the registration process.
Check lighting, payment terminals, walkie-talkies and coffee machines at least one day before opening. Charge or test every device, label extension cords and keep a backup plan for any item that depends on mains power.

Frequently asked questions

How many drinks do I need for a camper fair?: Budget for two to three drinks per person during the first hour, followed by one drink per person for every extra hour. Add around 10% spare stock for exhibitors, staff and unexpected visitors.
How much tableware should I buy for a camper fair?: Start with one reusable glass, coffee cup, plate and cutlery set per planned serving, then add 10% spare capacity. Increase the number if the catering service uses separate plates or cups for different food and drink stations.
When should I prepare the camper fair shopping list?: Make the first list at least two weeks before the fair, once visitor numbers, exhibitors and catering are clearer. Recheck quantities and buy or collect non-perishable supplies several days before opening.
What should I check the day before a camper fair?: Test coffee machines, kettles, payment terminals, walkie-talkies and lighting at least 24 hours in advance. Also check extension cords, cable ramps, batteries, coolers and signage so missing equipment can still be replaced.

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