Camping fair shopping list

What to bring

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

Tips

• Plan one exhibitor space at a time: allow a table or market stall, seating, signage and access to power where demonstrations or payment terminals need it. Keep a small reserve of tables and chairs for last-minute changes.
• For coffee service, count cups, glasses, plates and cutlery by the expected visitor volume, then add at least 10% extra. Coffee machines, kettles and coolers should be checked together so drinks can be served without moving equipment during opening hours.
• Treat power as a separate shopping check. Match extension cords, power strips and cable reels to the layout, keep cables away from walkways, and bring power banks for tablets, phones and payment terminals if outdoor sockets are limited.
• Buy or print signs, badges, maps and registration materials before setup day. Keep spare badges, printer supplies and marker pens at the registration point so a late exhibitor or a changed space assignment does not hold up check-in.
• Outdoor fairs often need more lighting and crowd control than expected. Prepare LED lamps, outdoor lights or string lights for darker areas, and use bollards and barrier tape to mark loading zones, parking routes and restricted equipment areas.

Frequently asked questions

What equipment do I need for a camping fair?

Start with one stall or table setup per exhibitor, plus chairs or high tables where needed. Add registration equipment, laptops or tablets, printers, payment terminals, screens, microphones and portable speakers according to the program. For an outdoor site, also plan power cables, lighting, coolers and weatherproof shelter.

How many chairs and tables should I buy for a camping fair?

Use the exhibitor list and layout as your starting point: assign the required table or stall and seating to each exhibitor, then keep roughly 10% extra chairs and a few spare tables for changes. Visitor seating should be calculated separately from exhibitor furniture, especially if demonstrations or catering are included.

How much tableware do I need for a camping fair?

Count one cup or glass, plate and cutlery set per planned serving, then add at least 10% spare stock. If visitors are expected to return for coffee or food, use 1.5 to 2 sets per person rather than ordering only for the headcount.

When should I buy supplies for a camping fair?

Order furniture, tents, power equipment and printed materials at least 2 to 4 weeks before the fair. Check stock and test electrical, registration and payment equipment 3 to 7 days beforehand, leaving the final shopping run for consumables and missing items.