What to Buy for a Coin Fair

A coin fair needs more than tables and refreshments. Exhibitors need a clear, well-lit place to display and inspect coins, while visitors need easy registration, directions and enough room to browse. Plan supplies around the number of exhibitors, tables and expected visitors, then add a small reserve for busy periods. This list covers display equipment, lighting, serving items, signage and the practical supplies that are often forgotten until setup day.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 24
Chairsqty 60
Information desk
Clothes racksqty 2
Coin traysqty 30
Glass display casesqty 8
Coin traysqty 40

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Power stripsqty 6
Extension cordsqty 6
Handheld microphone
Portable speaker
Magnifying glassesqty 12
Digital scalesqty 4
Cash register
Cash boxesqty 2
Card machine

Lighting

Desk lampsqty 12
LED lightsqty 12

Decorations

Tableclothsqty 24
Table numbersqty 30
Welcome sign
Signage boardsqty 8
Name badgesqty 60

Kitchen

Thermos flasksqty 6
Serving plattersqty 8
Serving traysqty 6
Pliersqty 6
Waste binsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Cotton glovesqty 12
Tweezersqty 12
Coin sleevesqty 200
Small storage boxesqty 30

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Hand broomsqty 2
Microfiber clothsqty 12
Work glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Stir sticks - 200 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Ice cubes - 10 bags
- Mini water - 48 bottles
- Filled cookies - 80 pieces
- Stroopwafels - 80 pieces
- Butter cookies - 6 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 4 bags
- Cheese biscuits - 4 packs
- Mini wraps - 80 pieces
- Hummus - 4 tubs
- Young cheese - 2 kilos
- Chicken breast slices - 1 kilo
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Paper plates - 200 pieces
- Wooden forks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Dishwashing liquid - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- Paper towels - 8 packs
- Bandages - 2 boxes

Tips

Prepare one coin tray, magnifying glass and digital scale for each active inspection point, then add at least one spare set if several exhibitors will share equipment.
Count table numbers, name badges and signage boards before shopping: prepare one table number per exhibitor table and enough badges for every exhibitor plus registration staff.
Allow two to three drinks per person during the first hour, and provide enough coffee cups, glasses, plates and cutlery for the full opening period rather than only the first serving.
Buy or borrow power strips and extension cords before the setup day. Plan one accessible power connection for each lighting or coffee station and tape down cables where visitors walk.
Pack registration materials, the printed floor plan and exhibitor list in a labelled box at least one day before the fair. Keep the welcome sign and directional boards together so they are not left behind during setup.

Frequently asked questions

What do I need for a coin fair?: You need tables, chairs, coin trays, glass display cases, magnifying glasses, digital scales and suitable desk or LED lighting. Also prepare registration materials, table numbers, name badges, signage, refreshments and the cables or power strips needed to connect equipment.
How many tables do I need for a coin fair?: Plan one table for each confirmed exhibitor or stall, then add space for the information desk and registration area. Confirm the final exhibitor count at least 7 days before the fair so you can adjust furniture and table numbers.
How much lighting is needed at a coin fair?: Provide one usable desk lamp or LED light for each display or inspection area, with additional lighting for the information desk and registration table. Test every connection before opening and bring at least one spare light or extension cord.
What should I buy for refreshments at a coin fair?: For the first hour, allow two to three drinks per person, including coffee, tea or cold drinks. Match the number of cups, glasses, plates and cutlery to the expected attendance, and prepare thermos flasks, serving trays and platters before exhibitors arrive.

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.