What you need for a clothes swap fair

A clothes swap fair needs more than tables and clothing racks. You also need a clear intake system, enough labels and pens, private changing areas, mirrors, size dividers and a simple drinks station for guests and volunteers. Use this list to check what to buy, borrow or arrange before the event. Plan quantities around your expected attendance, especially for racks, bins, name stickers and refreshments.

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What to bring

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

Furniture

Foldable tablesqty 10
Clothes racksqty 8
Chairsqty 20
Folding tables for receptionqty 2
Changing room screensqty 2
Mirrorsqty 3
Clothing binsqty 20
Coat racksqty 2
Storage cratesqty 20

Equipment

Kettlesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Thermos flasksqty 3
Clothes steamers

Tableware

Mugsqty 50
Glassesqty 50
Platesqty 50
Teaspoonsqty 50
Serving traysqty 4

Decorations

Tableclothsqty 10
Buntingqty 4
Clothing labelsqty 300
Size dividersqty 8
Directional signsqty 8

Paper goods

Registration formsqty 100
Name stickersqty 100
Ballpoint pensqty 20
Waterproof markersqty 12
Rolls of tapeqty 6
Scissorsqty 4
Clothes hangersqty 250
Clothing vouchersqty 300

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Waste binsqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Mineral water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Lemonade syrup - 2 bottles
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snacks - 3 bags
- Wholegrain crackers - 4 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 6 tubs
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Cookies - 6 packs
- Gluten-free crackers - 2 packs
- Vegan cookies - 2 packs
- Stirrers - 100 pieces
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Hand soap - 2 bottles
- Hand sanitizer - 2 bottles
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Disposable water cups - 100 pieces
- Paper gift bags - 100 pieces

Tips

Allow one clothing rack for roughly 15 to 20 garments on display, and keep storage crates or clothing bins available for items waiting to be sorted.
Prepare at least one changing-room screen per fitting area and one mirror for every two fitting rooms. Check privacy and stability before guests arrive.
Bring one waterproof marker and several rolls of tape for each intake table, plus spare clothing labels and size dividers for late or incorrectly labelled items.
For a two-hour event, plan around two drinks per person in the first hour and one more per person afterwards. Use coolers for cold drinks and thermos flasks for coffee or tea.
Set aside at least one reception table, two chairs and a complete set of registration forms, name stickers and ballpoint pens. Pack directional signs and extension cords the day before.

Frequently asked questions

How many clothes racks do I need for a clothes swap?: Plan on one rack for every 15 to 20 garments you expect to display. For 60 garments, prepare 3 to 4 racks, plus clothing bins or storage crates for overflow and sorting.
How many changing rooms are needed for a clothes swap fair?: Start with one changing area for every 25 to 30 guests expected at the busiest time. For 50 guests, prepare at least 2 changing areas and one mirror for every two areas.
What should I bring to label clothes at a swap event?: Bring clothing labels, waterproof markers, tape and size dividers. Have at least one marker per intake table and prepare 10 to 20 percent more labels than the number of garments you expect.
How much coffee and tea do I need for a clothes swap?: For a two-hour fair, allow roughly 2 cups per person if hot drinks are the main refreshment, or 1 cup per person when you also serve cold drinks. Prepare hot water, kettles, thermos flasks, mugs, teaspoons and serving trays before setup.

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