Church Fair Shopping List

A church fair needs more than food and raffle prizes. You also need the practical supplies that keep stalls, refreshments and visitor areas running smoothly. Plan tables, tents, stall coverings and weights first, then check the coffee station, chilled storage, serving ware and payment equipment. This list helps you shop and pack for a fair with multiple vendors, volunteers and changing weather, without discovering on the morning that you are short of cups, extension leads or change.

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What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 24
Tablesqty 18
Foldable tablesqty 4
Chairsqty 80
High tablesqty 6
Tableclothsqty 24
Market stall tarpaulinsqty 24
Stall weightsqty 48

Lighting

String lightsqty 8
Outdoor lightsqty 6
Extension cordsqty 10
Power stripsqty 8

Equipment

Portable speaker
Microphone
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Hot platesqty 2
Card machinesqty 2
Hand trucksqty 2
Cash
Calculatorsqty 3
Rechargeable power banksqty 4

Tableware

Reusable cupsqty 300
Coffee cupsqty 120
Platesqty 150
Dessert platesqty 100
Cutlery setsqty 150
Serving spoonsqty 12
Pouring jugsqty 8
Reusable strawsqty 150

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving traysqty 12
Thermos flasksqty 8
Pliersqty 8
Measuring cupsqty 4
Storage binsqty 20
Cooling matsqty 12

Decorations

Buntingqty 12
Balloonsqty 150
Balloon weightsqty 12
Directional signsqty 12
Program boardsqty 4
Name badgesqty 40
Table numbersqty 24
Chalkboardsqty 12
Chalk markersqty 12
Tapeqty 10
Cable tiesqty 200
Ropeqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Rubber glovesqty 12
Cleaning clothsqty 30
Pedal bin linersqty 100
Hand broomsqty 6

Catering

Groceries
- Coffee - 8 packs
- Decaf coffee - 1 pack
- Tea assortment - 250 bags
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Chocolate milk - 8 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Ice cubes - 25 bags
- Lemons - 6 nets
- Coffee creamer - 6 bottles
- Cookies - 12 packs
- Unsalted butter - 2 kilos
- Baguettes - 20 pieces
- Multigrain bread - 8 loaves
- Mini sandwiches - 250 pieces
- Croissants - 100 pieces
- Young cheese - 5 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Salami - 2 kilo
- Hummus - 3 kilos
- Egg salad - 3 kilos
- Cucumbers - 20 pieces
- Tomatoes - 8 kilo
- Lettuce - 12 heads
- Peppers - 4 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snack mix - 8 bags
- Olives - 4 jars
- Pickles - 4 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Sambal - 2 jars
- Satay sauce - 4 jars
- Tomato soup - 20 liters
- Vegetable soup - 15 liters
- Soup sticks - 10 packs
- Pancakes - 250 pieces
- Powdered sugar - 3 packs
- Syrup - 6 bottles
- Apple pies - 12 pieces
- Whipped cream - 20 cans
- Vanilla ice cream - 10 liters
- Paper napkins - 1000 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant - 3 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Sponges - 12 pieces
- Tea towels - 24 pcs

Tips

Allow 2–3 drinks per visitor during the first hour, then add extra coffee, tea and water for the expected length of the fair. Count cups separately for hot drinks and reusable cups for other refreshments.
Pack one tablecloth and one waterproof covering for every stall, plus stall weights for each tent or tarpaulin. Outdoor coverings can become essential even when rain is not forecast.
Set aside at least 10% spare cups, plates and cutlery above your expected attendance. These disappear quickly when visitors take seconds or volunteers use fresh items for each serving.
Bring chilled storage for every perishable item and move stock into coolers before serving starts. Do not leave dairy, prepared snacks or other chilled food at room temperature while stalls are being set up.
Test every coffee machine, kettle, hot plate, card machine, microphone and light before the fair. Pack extension cords and power strips only after checking how many outlets are available and where the stalls will stand.

Frequently asked questions

How many cups and plates do I need for a church fair?: Start with one cup or plate per expected serving, then add at least 10% spare. For a fair expecting 100 people, prepare supplies for at least 110 servings and more if food and drinks are served separately.
How much coffee should I buy for a church fair?: Plan roughly 2–3 hot drinks per person for the first hour, then adjust for the total duration. For 100 visitors, that means preparing for about 200–300 drinks in the first hour, with extra supplies for volunteers and vendors.
How many stall weights do I need?: Provide weights for every outdoor tent or market stall covering, not just for the busiest stalls. Count the tents first and check the equipment instructions; windy conditions may require more weight than the minimum.
When should I buy chilled food for a church fair?: Buy chilled stock as close to the fair as practical, preferably within 24–48 hours, and store it in coolers or a refrigerator immediately. Keep only the amount needed for the next serving period outside chilled storage.

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