What to buy for a charity market

A charity market needs more than products for the stalls. You also need practical supplies for serving drinks and food, taking payments, displaying prices and keeping tables organised. This shopping list covers the shared equipment, tableware, kitchen items and decorations used across the market. Check quantities against your exhibitor count, expected visitors and venue facilities before buying, borrowing or hiring anything.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 16
Folding chairsqty 80
Market tablesqty 12
Clothes racksqty 6
Tableclothsqty 16

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Payment terminalsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Aluminum foilqty 2

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Table décorqty 12
Chalkboardsqty 12
Directional signsqty 10
Tapeqty 6
Cable tiesqty 100

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Catering

Cash registersqty 2
Cash boxesqty 2
Donation boxesqty 3
Menusqty 12
Name badgesqty 40
Groceries
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee creamer - 3 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Bread rolls - 100 pieces
- Brown rolls - 60 pieces
- White sandwich loaves - 8 loaves
- Whole wheat casinobread - 6 loaves
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 8 tubs
- Egg salad - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 4 kilos
- Lettuce - 6 heads
- Bell peppers - 3 kilos
- Onions - 2 kilos
- Eggs - 60 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cookies - 10 packs
- Apple pie - 6 pieces
- Whipping cream - 8 spray cans
- Sugar sachets - 500 pieces
- Stirrers - 500 pieces
- Napkins - 1000 pieces
- Baking paper - 3 rolls
- Cling film - 3 rolls
- Coffee filters - 200 pieces
- Trash bags - 100 pieces
- Cleaning product - 4 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom and dustpanqty 3
Hand broomsqty 4
Toilet brushesqty 2

Tips

Plan one table setting per stall, then add at least 10% spare tablecloths, signs and serving pieces for replacements during the day.
For drinks, allow two to three servings per visitor during the first hour, then adjust the total using your opening hours and expected footfall. Have coolers ready before exhibitors arrive.
Count payment terminals and extension cords against the number of selling points. Test every terminal and power strip at least one day before the market, not during setup.
Prepare separate serving equipment for food: cutting boards, knives, tongs, serving spoons and platters. Keep foil and thermos flasks available so food and hot drinks can be covered or held safely.
Buy or gather prices signs, chalkboards, donation boxes and reusable cups at least three days ahead. Balloons, bunting and table décor can wait until setup, but check the balloon pump and fixings before the event.

Frequently asked questions

How many tables do I need for a charity market?: Start with one table per exhibitor or selling point, then add 10% spare capacity if the venue allows it. Keep separate tables for shared drinks, donations and payment support rather than taking space from exhibitors.
How much food and drink should I buy for a charity market?: For drinks, budget two to three servings per visitor in the first hour and review the total for the full opening period. For food, use confirmed exhibitor and visitor estimates, then add around 10% for unexpected demand.
What payment supplies are needed for a charity market?: Provide at least one tested payment terminal for each busy selling point, plus a backup payment method and one spare charging or power option. Test connections, cables and power strips at least 24 hours before opening.
When should I prepare the charity market shopping?: Buy non-perishable supplies, tableware, signs and decorations at least three days before the event. Chill drinks and prepare perishable food on the day, while payment equipment should be tested no later than the previous day.

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