What to buy for a club fair

A club fair needs more than tables and stalls. You will need drinks, chilled products, serving supplies, signs, lighting and payment equipment, plus practical items for volunteers and exhibitors. Buy or collect anything that must be refrigerated at least one day ahead, and check power requirements before vendors arrive. Use the list below to organise purchases by area: welcome desk, food and drinks, club booths, walkways and evening lighting.

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What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 18
Folding chairsqty 60
Bar stoolsqty 8
Foldable tablesqty 4
Crowd control barriersqty 8
High tablesqty 6
Storage cabinetsqty 2
Clothes racksqty 4
Mirrorsqty 2

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Cash boxesqty 2
Card machine
Hand megaphone
Label printer
Toolboxesqty 3
Hand trucksqty 2
Cable matsqty 8
Fire extinguishersqty 2
Flashlightsqty 4
Walkie-talkiesqty 6
Charging stationsqty 2
First aid kitsqty 2
Safety vestsqty 12
Pocket umbrellasqty 6

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 6
Batteriesqty 24

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 18
Welcome sign
Directional signsqty 8
Name badge holdersqty 20
Chalkboardsqty 12
Chalk markersqty 12
Printer paperqty 2
Tapeqty 8
Duct tapeqty 6
Cable tiesqty 200
Ropeqty 4
Scissorsqty 8
Staplerqty 4
Staplesqty 4
Name stickersqty 150
A4 clipboardsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving tongsqty 8
Pouring jugsqty 6
Coffee spoonsqty 80
Bowlsqty 16
Cutlery traysqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Mixing bowlsqty 6
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4
Bread basketsqty 6
Thermos flasksqty 6

Catering

Groceries
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Beer - 10 crates
- Alcohol-free beer - 4 crates
- Rosé - 12 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Beer glasses - 150 pieces
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Bitter lemon - 4 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Peanuts - 4 bags
- Cheese biscuits - 4 packs
- Bitterballen - 8 boxes
- Vegetarian bitterballen - 4 boxes
- Mini frikandellen - 6 boxes
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Satay sauce - 3 jars
- Toast - 8 packs
- Baguettes - 12 pieces
- Bread rolls - 60 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 8 tubs
- Cucumber - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Egg salad - 6 tubs
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Cookies - 10 packs
- Cake - 8 pieces
- Apple pie - 6 pieces
- Whipped cream - 12 cans
- Vanilla sugar - 2 sachets
- Cinnamon - 2 jars
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Olive oil - 2 bottles
- Vinegar - 2 bottles
- Salad Dressing - 4 Bottles
- Napkins - 12 packs
- Paper cups - 500 pieces
- Paper plates - 300 pieces
- Wooden stirrers - 500 pieces
- Straws - 300 pieces
- Storage containers - 30 pieces
- Freezer bags - 2 boxes
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Trash bags - 100 pieces
Serving traysqty 8
Food warmersqty 4
Refrigerated display casesqty 2
Thermos cupsqty 100
Water jugsqty 8
Drink dispensersqty 4
Bottle openersqty 6
Corkscrewsqty 4
Ice packsqty 24
Price listsqty 20
Menu boardsqty 6
Allergen cardsqty 12
Cash drawersqty 2
Cash box
Receipt bookletsqty 6
Pen setsqty 8

Cleaning

Waste binsqty 12
Waste binsqty 4
Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Work glovesqty 12
Hand sanitizerqty 8
Toilet brushesqty 2
Toilet matsqty 4

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each further hour. Keep chilled products in coolers until they are needed rather than putting everything out at once.
Count one tablecloth and one clear information sign for every staffed booth, plus several spare signs for the entrance and route. Buy or prepare the signs before the final booth layout is confirmed.
Check every coffee machine, kettle, lamp and card machine for its power needs at least one week before the fair. Bring extension cords and power strips only where they are approved and safely positioned away from public walkways.
Prepare one cash box and one card machine for each separate payment point, and keep a printed contact list at the welcome desk. Test card payments and bring a charging solution before opening.
For a fair running into the evening, use LED light strings or lamps along entrances, stalls and walking routes, with battery lanterns as a backup. Install and test the lighting before exhibitors set up so cables do not become trip hazards.

Frequently asked questions

What drinks should I buy for a club fair?: Plan two to three drinks per visitor for the first hour and one additional drink per person for every later hour. Include chilled products and allow extra stock for volunteers, exhibitors and warm weather.
How many tables do I need for a club fair?: Start with one table for each registered club or booth, then add separate tables for registration, drinks and information. Confirm the final booth count at least one week before shopping so you can adjust tablecloths, signs and seating.
When should I buy refrigerated products for a club fair?: Buy refrigerated products one day before the event, or on the morning itself if the fair starts later. Chill the drinks and other cold items for several hours before guests arrive and keep them in coolers during setup.
What equipment do I need for club fair payments?: Prepare one cash box and one card machine for every active payment point, with change and a tested charging method. Test the card machines at least 24 hours before the fair and keep a printed contact list at the welcome desk.

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