What to buy for a children's fair

A children's fair needs more than stalls and decorations. You will need practical supplies for exhibitors, refreshments, payments, information points and children's activities. Plan tables, chairs and market stalls first, then check power, serving equipment and waste collection. This shopping list helps you spot items that are often forgotten until setup day, such as extension cords, reusable cups, coat racks and clear signs.

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What to bring

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

Furniture

Party tentsqty 2
Market stallsqty 12
Tablesqty 18
Chairsqty 60
Bar stoolsqty 6
Clothes racksqty 4
Coat racksqty 2
Waste binsqty 8

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Scissorsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 8
Speakersqty 2
Microphone
Payment terminalqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Cooler cratesqty 4

Decorations

Balloonsqty 200
Buntingqty 20
Tableclothsqty 18
Name badgesqty 40
Directional signsqty 12
Photo backdrop

Sports equipment

Coloring pagesqty 150
Colored pencilsqty 80
Markersqty 60
Craft matsqty 6
Building blocksqty 4
Puzzlesqty 8
Board gamesqty 10
Ballsqty 12
Hoopsqty 8
Play matsqty 6

Cleaning

Cleaning bucketsqty 4
Microfiber clothsqty 20
Broomqty 3
Litter pickersqty 2

Lighting

LED light stringsqty 8
LED lampsqty 10

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 8 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Grape juice - 6 cartons
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Lemonade syrup - 3 bottles
- Ice cubes - 10 bags
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 6 kilos
- Mandarins - 5 kilos
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 12
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 3 kilos
- Chicken breast slices - 2 kilos
- Jam - 4 jars
- Peanut butter - 3 jars
- Bread - 18 loaves
- Mini raisin rolls - 100 pieces
- Mini wraps - 100 pieces
- Crackers - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Popcorn - 4 bags
- Pretzels - 5 bags
- Mini cookies - 8 packs
- Muffins - 100 pieces
- Gluten-free cookies - 3 packs
- Vegan muffins - 20 pieces
- Mayonnaise - 2 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 5 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Paper towels - 8 packs
- Disinfectant wipes - 6 packs
- Bandages - 4 boxes
- Hand sanitizer - 6 bottles
- Tape - 10 rolls
- Pens - 30 pieces
- Name stickers - 200 pieces
- Wristbands - 250 pieces
- Paper bags - 200 pieces
- Cash register receipts - 4 rolls

Tips

Plan one table or market stall for each exhibitor, plus at least one separate table for registration, information or refreshments. Add chairs where exhibitors will be seated for longer periods.
Check every powered item before shopping: coffee machines, kettles, speakers and payment terminals may need extension cords and power strips. Bring more cable length than the floor plan appears to require.
For refreshments, count reusable cups, coffee cups, plates and cutlery for the expected attendance, then add at least 10% extra. Serving spoons, tongs, platters and cutting boards are easy to overlook.
Set up one waste bin near refreshments and additional bins around the fair rather than placing them all in one corner. Coat racks are also worth arranging near the entrance, especially if the fair is held indoors.
Buy or prepare information signs before the day itself: label the entrance, registration point, stalls, activities and toilets. Keep a printed floor plan and registration list at the welcome table in case phone access is unreliable.

Frequently asked questions

What supplies do I need for a children's fair?: Plan for market stalls or tables, chairs, signs, waste bins, reusable cups, serving equipment, refreshments equipment and activity materials. Also check whether you need party tents, clothes racks, coat racks, speakers, a microphone and a payment terminal.
How many cups and plates do I need for a children's fair?: Start with one cup and one plate per expected guest, then add at least 10% spare stock. If drinks and food are served over several hours, plan extra reusable cups or a washing and collection point so supplies do not run out.
How early should I buy supplies for a children's fair?: Buy non-perishable items and printed signs at least 1 to 2 weeks before the fair. Check rented or shared equipment, such as stalls, chairs, coffee machines and tents, 3 to 4 weeks ahead so missing items can still be arranged.
What do people often forget for a children's fair?: Commonly missed items include extension cords, power strips, serving tongs, thermos flasks, cooler crates, waste bins and coat racks. Check these at least 2 days before setup, and confirm that every powered item has a suitable connection.

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