What to buy for a charity market

A charity market needs more than stalls and tables. You also need a clear setup for refreshments, payments, power, lighting and safe storage, especially when several organisations are selling at once. This shopping list covers the practical supplies behind the event, from reusable cups and serving platters to extension cords and cash-handling equipment. Check quantities against your expected visitor numbers and the number of exhibitors before you shop.

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What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 10
Chairsqty 40
Foldable tablesqty 4
Tableclothsqty 16
Clothes racksqty 4
Storage boxesqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Handheld megaphone
Payment terminalsqty 2
Calculatorsqty 3
Cash boxesqty 4
Cash counting traysqty 4
USB chargersqty 6

Lighting

LED string lightsqty 8
Work lightsqty 4

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Thermos flasksqty 4
Ice packsqty 16
Serving tongsqty 8
Storage binsqty 12

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Table décorqty 12
Chalkboardsqty 12
Name card holdersqty 20
Price holdersqty 30
Postersqty 30
Floor plansqty 20
Directional signsqty 12
Charity platesqty 12

Cleaning

Waste binsqty 8
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Spongesqty 8
Reusable cleaning clothsqty 20
Glovesqty 20
Hand broomsqty 3
Floor squeegeesqty 2

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Ice cubes - 10 kilos
- Baguettes - 12 pieces
- Mini pistolets - 100 pieces
- Wholemeal bread - 6 loaves
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cookies - 10 packs
- Apples - 6 kilos
- Bananas - 4 kilos
- Grapes - 4 kilos
- Brownies - 6 boxes
- Gluten-free cookies - 4 packs
- Vegan sandwiches - 20 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 600 pieces
- Paper snack trays - 250 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 80 pcs
- Large garbage bags - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand sanitizer - 6 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Cash register receipt rolls - 10 rolls
- Color markers - 4 sets
- Adhesive tape - 8 rolls
- Name stickers - 200 pieces
- A4 paper - 2 packs
- Pens - 30 pieces

Tips

Plan one refreshment setup for every busy serving point, with a coffee machine or kettle, thermos flasks, pitchers, cups, plates and cutlery grouped together. This avoids volunteers carrying hot drinks across the market.
Bring at least one cooler and enough ice packs for perishable food and drinks. If the market runs for several hours, add a way to keep backup supplies separate from the serving area.
Count power-dependent equipment before reserving power. Coffee machines, kettles, payment terminals, LED string lights and work lights may need extension cords and power strips, but keep cables away from walking routes.
Prepare a payment point with payment terminals, calculators and a cash register with change before the market opens. Keep cash in a secure storage box and separate the float from takings during the day.
Allow for weather and late changes when buying or collecting equipment. Party tents, tablecloths, storage boxes and foldable tables are easy to overlook when the layout changes after exhibitors confirm.

Frequently asked questions

What do I need to buy for a charity market?: Plan supplies in six groups: furniture, refreshments, serving items, power and lighting, payment equipment, and storage. For this plan, the shopping list includes 56 items, including stalls, tables, coffee equipment, reusable cups, payment terminals and lighting.
How many cups and plates do I need for a charity market?: Start with at least one cup, plate and cutlery set per expected refreshment customer, then add 10–20% for replacements and busy periods. Use reusable cups where possible and keep a separate clean stock beside the serving area.
How much cash should I prepare for a charity market?: Prepare a change float before opening, split into common low-value denominations rather than large notes. The exact amount depends on stall prices and expected cash sales, so confirm it at least one day before the market and keep takings separate.
When should I buy supplies for a charity market?: Buy non-perishable items and confirm rented or borrowed equipment about one to two weeks before the event. Check the final shopping list again 48 hours before setup, especially for ice packs, batteries or other items that may be used elsewhere.

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