Classic car fair shopping list

A classic car fair needs more than display space and coffee. You will need practical equipment for exhibitors, visitors, catering, payments, parking guidance and changing weather. Plan tables and chairs for registration and refreshments, coolers and serving equipment for food service, and enough power accessories for sound and card payments. Check quantities against your exhibitor count and visitor numbers before shopping, then charge battery-powered equipment the day before.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
High tablesqty 8
Folding chairsqty 80
Beer tablesqty 10
Crowd control barriersqty 20
Parasolsqty 4

Equipment

Coolersqty 6
Speakersqty 2
Mixer
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Power banksqty 4
Cash boxesqty 2
Card machine
Walkie-talkiesqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Cooling matsqty 4
Storage boxesqty 20

Decorations

Buntingqty 12
Directional signsqty 15
Booth numbersqty 40
Information boardsqty 8
Chalkboardsqty 6
Tableclothsqty 24

Lighting

LED light stringsqty 8
Work lightsqty 4
Flashlightsqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Paper towel dispensersqty 4

Other

Dressing room racksqty 2
Hand trucksqty 3
Toolboxesqty 2
Cable tiesqty 200
Duct tapeqty 8
Measuring tapesqty 3
Clipboardsqty 8
Pensqty 30
Wristbandsqty 500
Admission ticketsqty 500
Brushesqty 4
First aid kit
Fire extinguishersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Chocolate milk - 8 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 trays
- Spa Rood - 4 trays
- Beer - 12 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Rosé wine - 8 bottles
- Red wine - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Mini pistolets - 120 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Egg salad - 1 kilo
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Mini croissants - 100 pieces
- Mini muffins - 100 pieces
- Butter cookies - 6 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack nuts - 6 bags
- Snacks - 6 bags
- Olives - 4 jars
- Pickles - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Napkins - 1000 pieces
- Straws - 300 pieces
- Stirrers - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Trash bags - 100 pieces
- Large trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 packs
- Nitrile gloves - 4 boxes
- Bandages - 2 boxes
- Sterile compresses - 2 boxes
- Bandages - 4 pieces

Tips

Plan at least one registration or payment point for every 100 expected visitors, with a cash box and card machine at each active point. Keep a power bank available in case a device runs low during the busiest arrival period.
For a four-hour fair, allow roughly two reusable cups per visitor if you are serving drinks. Add coffee cups, plates, cutlery and serving platters based on the number of catering portions, not just the number of exhibitors.
Count power-consuming equipment before choosing extension cords and power strips. Keep cables away from visitor routes, and test the mixer, speakers, microphone and coffee machines at least one day before the fair.
Set aside seating for exhibitors as well as visitors: one folding chair per staffed stall is a practical starting point. Use high tables or beer tables near refreshments so queues do not block the display areas.
Buy or collect weather protection early. Party tents, parasols and coolers are often arranged too late, while crowd control barriers and traffic signs are needed before vehicles and visitors start arriving.

Frequently asked questions

How many tables and chairs do I need for a classic car fair?: Start with one display or service table per assigned stall and one folding chair for each person staffing it. Add at least two separate tables for registration and catering, then increase seating according to the number of visitors expected to stay for food or drinks.
How many cups should I buy for a classic car fair?: Allow about two reusable cups per visitor for a four-hour event, plus a 10% reserve for loss or extra use. Plan coffee cups separately if hot drinks are served, because they are not a practical substitute for drinking cups.
When should I arrange toilets, waste collection and catering supplies?: Confirm toilets, waste collection and catering orders at least two weeks before the fair. Recheck quantities seven days ahead, then buy fresh food and complete the final shopping one to two days before the event.
What power equipment do I need for a classic car fair?: Prepare extension cords and power strips for the mixer, speakers, microphone, coffee machines and card machine, while keeping power banks for mobile equipment. Test every connection the day before and charge batteries overnight before opening.

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