What to Buy for a Children's Fair

A children's fair needs more than games and decorations. You will need practical supplies for vendor stalls, children’s seating, food and drinks, payments, signs and activity areas. Plan quantities around the number of visitors, vendors and serving hours rather than buying everything in equal amounts. This list helps you spot items that are often forgotten, such as extension cords, change for cash boxes, serving equipment and storage for materials.

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What to bring

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

Furniture

Market stallsqty 24
Tablesqty 12
Chairsqty 50
Beer tablesqty 4
Clothes racksqty 8
Storage boxesqty 12
Stoolsqty 8
Children's chairsqty 6

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Cash boxesqty 2
Cash machinesqty 2
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Bluetooth speaker

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Thermos flasksqty 6
Pouring jugsqty 6
Cooler tongsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Measuring cupsqty 3

Decorations

Balloonsqty 200
Balloon archesqty 2
Tableclothsqty 20
Buntingqty 10
Directional signsqty 12
Name badgesqty 60
Booth numbersqty 30
Wristbandsqty 200

Sports equipment

Play matsqty 8
Building blocksqty 4
Picture booksqty 30
Colored pencilsqty 12
Coloring pagesqty 150
Children's apronsqty 20
Table easelsqty 6

Cleaning

Broomqty 2
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Waste binsqty 10
Toilet brushesqty 3

Safety

First aid kitsqty 2
Conesqty 12
Barrier tapeqty 4
Flashlightsqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 3 packs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lactose-free milk - 2 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Multivitamin drink - 8 cartons
- Spa Blauw - 6 crates
- Spa Rood - 2 crates
- Lemonade syrup - 3 bottles
- Ice cubes - 8 bags
- Croissants - 60 pieces
- Mini muffins - 80 pieces
- Apple turnovers - 40 pieces
- Currant buns - 50 pieces
- White rolls - 60 pieces
- Wholemeal rolls - 40 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 6 tubs
- Jam - 4 jars
- Peanut butter - 3 jars
- Chocolate sprinkles - 3 packs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Cheese crackers - 6 packs
- Snacks - 6 bags
- Raisins - 80 boxes
- Muesli bars - 80 pieces
- Rice cakes - 6 packs
- Gluten-free cookies - 6 packs
- Allergen labels - 2 rolls
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 jars
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Pedal bin liners - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 3 bottles
- Toilet paper - 36 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Paper towels - 12 packs
- Nitrile gloves - 4 boxes
- Bandages - 4 boxes
- Wet wipes - 12 packs
- Tissues - 12 boxes
- Tape - 12 rolls
- Permanent markers - 3 boxes
- Paper wristbands - 200 pieces

Tips

Plan one table or market stall per registered vendor, then keep at least one extra table available for shared information, supplies or unexpected changes. Add table numbers and signs before vendors arrive.
For drinks, allow two to three servings per person during the first hour, then about one serving per person for each additional hour. Buy refrigerated products shortly before the fair and keep them in coolers until serving.
Prepare payment supplies at least one day ahead: one cash box per sales point, a separate float with small notes and coins, and a card machine wherever vendors or organisers accept electronic payments.
Count children’s chairs separately from adult chairs. Children need lower seating, and a few stools can help at activity tables where regular chairs block access or create crowding.
Check power requirements before shopping for equipment. Count every coffee machine, kettle, sound system and cooler, then bring enough extension cords and power strips with spare capacity rather than relying on one outlet.

Frequently asked questions

How much food and drink do I need for a children's fair?: For drinks, plan two to three servings per person in the first hour and one serving per person for every hour after that. For snacks, prepare at least one portion per child, plus 10% extra for late arrivals and second servings.
How many tables do I need for a children's fair?: Start with one table or market stall for each registered vendor and add one shared table for information or supplies. Keep at least one spare table if the venue has room, because vendor displays and activity materials often need more surface space than expected.
When should I buy refrigerated products for a children's fair?: Buy refrigerated products on the day before the fair or on the morning itself, depending on storage capacity and use-by dates. Move them into coolers as soon as they arrive and keep serving quantities small so the rest stays cold.
How much change should I prepare for a children's fair?: Prepare enough small notes and coins for the first two hours of trading, with a separate float for each cash box. Count and divide the change the day before, rather than trying to sort it while vendors and visitors are arriving.

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