What you need for a clothes swap fair

A clothes swap fair needs more than clothes racks and a table for drop-offs. You also need a clear reception point, category signs, changing screens, mirrors and a simple way to manage refreshments. Plan the room around the flow from registration to sorting, browsing and changing. This checklist covers the practical items to buy, borrow or reserve before the day, including equipment that is easy to overlook until setup starts.

Organize this event for free with Lizzt

What to bring

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

Furniture

Clothes racksqty 10
Clothing tablesqty 8
Drop-off tablesqty 2
Reception desk
Chairsqty 20
Changing room screensqty 4
Coat racksqty 4
Waste binsqty 6

Tableware

Reusable mugsqty 120
Drinking glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Equipment

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Bluetooth speaker
Clothes steamersqty 2
Hand mirrorsqty 2

Decorations

Full-length mirrorsqty 4
Tableclothsqty 10
Directional signsqty 12
Category postersqty 12
Welcome sign
Decorative plantsqty 8

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Serving plattersqty 12
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6
Stock cratesqty 12
Ice packsqty 20

Lighting

LED light stringsqty 6
LED lampsqty 8

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Dustpan and brushqty 3

Clothing presentation

Clothes hangersqty 500
Clothing coversqty 150
Size labelsqty 120
Clothing basketsqty 20
Garment bagsqty 100
Sorting traysqty 20

Organization

Vouchersqty 500
Wristbandsqty 150
Permanent markersqty 20
Ballpoint pensqty 30
Clipboardsqty 6
Rolls of tapeqty 8
Painter's tapeqty 6
Scissorsqty 8
Staplersqty 4
Paper Labelsqty 500

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Apples - 10 kilos
- Bananas - 6 kilos
- Grapes - 4 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Snacks - 4 bags
- Popcorn - 4 bags
- Rice cakes - 6 packs
- Whole grain crackers - 6 packs
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Turkey breast - 2 kilos
- Egg salad - 8 tubs
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 can
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Wooden stirrers - 300 pieces
- Coffee filters - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Hand gel - 6 bottles
- Rubber gloves - 6 packs
- Sponges - 2 packs
- Dishwasher tablets - 1 box
- Air freshener - 2 spray cans

Tips

Provide one drop-off table and a separate reception desk so arrivals do not block people browsing. Keep category posters visible from the entrance and place directional signs at every decision point.
Reserve enough clothes racks for the expected volume of clothing, then check garment covers at least one week before the fair. Covers are easy to forget and help protect sorted items during transport or setup.
Set up at least one screened changing area with a hand mirror and a full-length mirror nearby. Add chairs and a coat rack so people can try items without leaving bags and coats on the floor.
For refreshments, plan reusable mugs or drinking glasses, water jugs and thermos flasks, plus kettles or coffee machines. Chill drinks before guests arrive and provide serving items separately from the clothing tables.
Check power needs before setup day: clothes steamers, coffee machines and speakers may require extension cords or power strips. Keep cables away from walkways and place waste bins near refreshments and the exit.

Frequently asked questions

How many clothes racks do I need for a clothes swap fair?: Plan one clothes rack for roughly 30 to 40 hanging garments, then add capacity for coats and overflow. For 100 garments, prepare at least three racks and reserve extra space for sorting.
What should I provide for a clothes swap changing area?: Allow one changing area for every 30 to 40 guests expected at the busiest time. Provide changing room screens, a chair, a coat rack, a hand mirror and access to a full-length mirror.
How early should I prepare the clothes swap supplies?: Confirm furniture, garment covers and electrical equipment at least 7 days before the event. Finish shopping and print signage 2 to 3 days beforehand so missing items can still be replaced.
How many drinking glasses do I need for a clothes swap fair?: Prepare one reusable mug or drinking glass per guest, plus around 10% extra for replacements. For 50 guests, have at least 55 available and add water jugs or thermos flasks for refills.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.