Camping fair shopping list

A camping fair needs more than tents and tables. You also need a clear system for marking pitches, routing visitors, powering demonstrations and identifying exhibitors. This shopping list covers the practical items that are easy to overlook, from cable mats and spare power banks to cups, badges and printed signs. Check quantities against your exhibitor count and add a small reserve for damaged, lost or last-minute items.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 14
Folding chairsqty 36
Countersqty 2
Display racksqty 12
Clothes racksqty 2
Bollardsqty 8
Barrier tapeqty 4
Tableclothsqty 14

Decorations

Booth numbersqty 20
Route signsqty 12
Trade show bannersqty 4
Decorative flagsqty 12
Tapeqty 8
Cable tiesqty 100
Name badgesqty 180
Badge holdersqty 180

Equipment

Extension cordsqty 14
Power stripsqty 14
Cable matsqty 12
Label printer
Walkie-talkiesqty 6
Power banksqty 6
Flashlightsqty 4

Lighting

LED work lightsqty 6
String lightsqty 6

Tableware

Reusable cupsqty 180
Coffee cupsqty 120
Glassesqty 120
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Thermos flasksqty 8
Water jugsqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 12

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Hand sanitizer holdersqty 6
First aid kitsqty 2

Catering

Groceries
- Coffee - 6 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 6 liters
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ice tea - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 10 bags
- Mini ice pops - 120 pieces
- Mini croissants - 100 pieces
- Mini muffins - 100 pieces
- Currant buns - 60 pieces
- Sandwiches - 100 pieces
- Vegetarian sandwiches - 30 pieces
- Vegan sandwiches - 20 pieces
- Gluten-free rolls - 10 pieces
- Butter - 4 tubs
- Jam - 4 jars
- Hummus - 8 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 6 tubs
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 10 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Nut mix - 6 bags
- Cookies - 10 packs
- Napkins - 600 pieces
- Stirrers - 500 pieces
- Paper straws - 300 pieces
- Trash bags - 100 pieces
- Hand soap - 6 dispensers
- Disinfectant - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Cleaning gloves - 12 pairs

Tips

Allow one tablecloth, booth number and exhibitor badge set for every stand, plus at least two spare badge holders and several extra signs. Last-minute changes are much easier when the reserve is ready.
Plan power by area rather than by appliance. Use one power strip and suitable extension cord per powered stand, cover walkways with cable mats, and keep at least two power banks available for phones or label printing.
For an outdoor fair, take lighting for both the stands and the routes between them. Bring at least one flashlight per organiser or setup team and enough LED work lights to inspect entrances, exits and tent areas after dark.
Buy tableware according to attendance, not exhibitor numbers. For a simple coffee and refreshment service, allow two reusable cups or coffee cups per expected visitor, plus a 10% reserve of glasses and plates.
Separate setup equipment from visitor-facing materials before transport. Pack tape, cable ties, barrier tape, route signs and spare labels in one clearly marked box so they can be used immediately while tables, counters and display racks are being positioned.

Frequently asked questions

What do I need for a camping fair stall?: Plan for a party tent, one or more foldable tables, chairs or a counter, a tablecloth, a booth number and exhibitor badges for each stall. Add display racks, clothes racks or banners only where the exhibitor’s setup requires them, and keep at least 10% spare signage and badge supplies.
How many cups and plates do I need for a camping fair?: Allow two cups per expected visitor if drinks are served throughout the event, then add a 10% reserve. For plates and glasses, one per planned serving is a starting point, with extra stock if visitors may return for refreshments.
How early should I buy supplies for a camping fair?: Buy standard consumables and printed materials at least 7 days before the fair. Check the stock again 2 to 3 days before setup, leaving time to replace missing badges, labels, tape, cable ties or tableware.
How many power cables and lights are needed for a camping fair?: Start with one extension cord and one power strip for every powered stand or activity area, then add at least two spare extension cords. Provide one flashlight per organiser and enough LED work lights to cover the entrance, exits, routes and setup areas.

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