What to Buy for a Collectible Fair

A collectible fair needs more than tables for exhibitors. You will also need a reliable way to take payments, serve drinks, label spaces and keep paperwork visible throughout the day. Plan refreshments for visitors, exhibitors and volunteers separately, especially if the fair runs for several hours. Buy disposable or reusable serving items in batches, and check power requirements before bringing coffee machines, kettles or a speaker. This checklist helps you shop before the final setup, rather than discovering missing supplies when exhibitors arrive.

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What to bring

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

Furniture

Tablesqty 30
Chairsqty 45
Bar stoolsqty 4
Tableclothsqty 30
Clothing rackqty 2
Storage boxesqty 6

Equipment

Cash register
Payment terminal
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 8
Handheld microphone
Speaker
Pin Board

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 60
Serving plattersqty 8
Serving tongsqty 6
Coffee potsqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Measuring cupsqty 2
Thermos flasksqty 4
Bottle openersqty 3
Washing-up bowlsqty 2

Decorations

Trade show bannersqty 3
Information boardsqty 6
Booth numbersqty 30
Directional signsqty 10
Name badgesqty 50
Poster puttyqty 4
Tapeqty 6
Scissorsqty 4
Markersqty 12

Lighting

LED lampsqty 8
Lamp Standsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Vacuum cleaner
Waste binsqty 8
Hand spray bottlesqty 4

Catering

Groceries
- Coffee - 2 kilos
- Tea bags - 120 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 6 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Red wine - 6 bottles
- White wine - 6 bottles
- Sparkling wine - 3 bottles
- Baguettes - 12 pieces
- Mini pistolets - 100 pieces
- Whole grain bread - 6 loaves
- Butter - 4 packs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Jam - 4 jars
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Pretzels - 4 bags
- Mini cookies - 6 packs
- Stroopwafels - 5 packs
- Brownies - 60
- Apples - 50 pieces
- Bananas - 30 pieces
- Grapes - 6 packs
- Mandarins - 40 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 500 pieces
- Coffee filters - 200 pieces
- Teaspoons - 100 pieces
- Stir sticks - 200 pieces
- Cardboard cups - 200 pieces
- Paper plates - 150
- Wooden skewers - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Cleaning wipes - 12 pieces
- Scouring sponges - 12 pieces
- Rubber gloves - 6 pairs
- Trash bags - 80 pcs
- Paper receipt rolls - 4 rolls
- Paper bags - 100 pieces
- Ballpoint pens - 20 pieces
- Printer paper - 2 packs
- Envelopes - 100 pieces
- Wristbands - 150 pieces
- Number stickers - 2 sheets
- Parking discs - 50 pieces

Tips

Plan around 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Add extra coffee and tea supplies for exhibitors and volunteers who stay all day.
Bring at least 10% more cups, glasses, plates and cutlery than your expected attendance. Small items run out first, particularly coffee cups and teaspoons.
Test the cash register and payment terminal at least 48 hours before opening. Keep petty cash in several denominations so you can give change during the first hour.
Count extension cords and power strips against the room layout before shopping. Coffee machines, kettles and the speaker should not all rely on one outlet or one overloaded strip.
Prepare signs, the floor plan, exhibitor list and name badges before setup day. Print 10–15% extra copies so replacements are available if a sign is damaged or an exhibitor changes location.

Frequently asked questions

How much coffee and tea do I need for a collectible fair?: Allow 2–3 hot drinks per person during the first hour and 1–2 per person for every following hour. Add a separate allowance for exhibitors and volunteers, who may stay 4–8 hours.
How many cups, glasses and plates should I buy?: Buy enough for the expected attendance plus at least 10% extra. For 100 visitors, that means planning for roughly 110 cups, glasses or place settings, depending on what you serve.
When should I buy supplies for a collectible fair?: Buy non-perishable supplies 3–7 days before the fair and check them against the room layout. Purchase fresh catering items as close to opening as practical, usually within 24 hours.
What payment equipment do I need at a collectible fair?: Prepare a cash register, payment terminal and petty cash before exhibitors arrive. Test the terminal at least 48 hours in advance and keep a backup payment method available if the network fails.

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