What you need for a clothes swap fair

A clothes swap fair needs more than tables and clothing racks. You need enough hangers, mirrors and changing-room screens for people to browse and try things on without queues, plus trays and crates for sorting items by size and type. Plan refreshments separately, with reusable cups, coffee supplies and serving equipment. This checklist also covers the practical items people often arrange too late, such as extension cords, printed category cards and clear house-rules signs.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 16
Clothes racksqty 10
Clothes hangersqty 250
Try-on mirrorsqty 4
Changing room screensqty 3
Coat racksqty 2
Sorting traysqty 12
Storage cratesqty 12
Clothing coversqty 30
Tableclothsqty 8

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving tongsqty 6
Bowlsqty 8

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 6
Clothes steamer

Decorations

Category cardsqty 20
Directional signsqty 12
House rules signsqty 4
Entrance banner
Arrow stickersqty 24

Lighting

LED work lightsqty 4

Cleaning

Broomsqty 2
Dustpansqty 2
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 12
Hand broomsqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Lemons - 6 pieces
- Cinnamon - 1 jar
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted sticks - 3 bags
- Popcorn - 3 bags
- Cookies - 6 packs
- Oatmeal cookies - 3 packs
- Mini muffins - 60 pieces
- Apples - 30 pieces
- Bananas - 24 pieces
- Grapes - 4 tubs
- Cucumbers - 4 pieces
- Carrots - 2 kilos
- Hummus - 4 tubs
- Herb cream cheese - 3 tubs
- Gluten-free crackers - 3 packs
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- Hand gel - 4 bottles
- Cleaning spray - 2 bottles
- Laundry stain remover - 1 bottle
- Paper cups - 150 pieces
- Paper Plates - 100 pieces
- Wooden stirrers - 200 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll

Tips

Allow at least one clothes hanger for every garment expected, then add 10–15% extra so newly sorted items do not end up on tables or in piles.
Prepare one try-on area for every 20–25 participants and place a mirror in or directly beside each area. Bring changing room screens before the venue opens.
Use sorting trays for small or delicate items and storage crates for overflow. Label categories before setup so volunteers can sort clothing by size and type as it arrives.
Check power access at least one day before the fair. Count the coffee machines, kettles and clothes steamer, then pack enough extension cords and power strips to avoid overloading one socket.
Print category cards, directional signs and house-rules signs before shopping day. Bring spare copies and place the rules at registration, near the racks and inside the fitting-room area.

Frequently asked questions

How many clothes hangers do I need for a clothes swap?: Plan one hanger per garment you expect to display, plus 10–15% spare. For 200 garments, bring at least 220–230 hangers so sorting and late arrivals do not create piles.
How many changing rooms should a clothes swap fair have?: Set up one changing room for every 20–25 participants. For 50 guests, prepare 2–3 screened changing areas and place at least one try-on mirror nearby.
What refreshments do I need for a clothes swap event?: For a two-hour event, plan roughly one drink per person, with extra coffee or tea supplies for volunteers. Bring reusable cups, coffee cups, plates, cutlery sets, serving trays, bowls, serving tongs, a kettle or coffee machine, and thermos flasks.
When should I buy and print supplies for a clothes swap fair?: Buy non-perishable supplies and print signs at least 3–5 days beforehand. Check racks, hangers, mirrors, screens and power equipment no later than the day before, then do the final packing check before the venue opens.

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