What to Buy for a Collectible Fair

A collectible fair needs more than tables for exhibitors. You also need secure display options for small items, clear pricing, good lighting, working payment equipment, and refreshments for a busy day. Plan the shopping around the number of exhibitors, the venue’s power supply, and whether sellers or visitors will pay by cash, card, or both. This list helps you cover the items people often remember only when setup has already started.

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What to bring

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

Furniture

Tablesqty 30
Chairsqty 45
Tableclothsqty 30
Stoolsqty 4
Transport cartsqty 2

Presentation

Display binsqty 30
Small display casesqty 10
Desk organizersqty 20
Magnifying glassesqty 10
Price sign holdersqty 60

Lighting

LED lampsqty 12
Extension cordsqty 8
Power stripsqty 10
Cable matsqty 8

Equipment

Cash register
Payment terminalqty 2
Walkie-talkiesqty 4
Speakersqty 2
Microphone
Laptop

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 2
Knivesqty 4

Decorations

Trade show bannersqty 2
Directional signsqty 8
Booth numbersqty 30
Table numbersqty 30

Office

Clipboardsqty 6
Ballpoint pensqty 30
Permanent markersqty 12
Rolls of tapeqty 6
Scissorsqty 4
Name stickersqty 100
Envelopesqty 100
Receipt rollsqty 6

Safety

Bollardsqty 8
Barrier tapeqty 2
Flashlightsqty 4

Cleaning

Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 36 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Paper stirrers - 200 pieces
- Paper napkins - 500 pieces
- Mini currant buns - 60 pieces
- Mini croissants - 60 pieces
- Mini sandwiches - 80 pieces
- Hummus - 4 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Cheese cubes - 3 kilo
- Grapes - 4 kilos
- Apples - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 6 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Coffee filters - 2 packs
- Ice cubes - 10 bags
- Trash bags - 4 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 2 packs
- Paper towels - 6 rolls
- Hand soap - 4 bottles

Tips

Plan one table per confirmed exhibitor, then add at least 10% extra table space for registration, payments, refreshments, and spare stock. Bring one chair per seated seller and a few extra chairs for breaks.
Pack display bins, small display cases, desk organizers, magnifying glasses, and price sign holders for small or valuable collectibles. Prepare enough price holders for every stand, plus 10% spare.
Check the venue’s power points at least one week before the fair. Bring extension cords, power strips, cable mats, and LED lamps; test each lamp and the payment terminal before exhibitors arrive.
Prepare the cash register with enough change for the smallest expected notes and coins, and charge the payment terminal overnight. Keep a laptop and printed exhibitor list available so stand numbers and registrations can still be checked if the internet fails.
For refreshments, count cups, plates, cutlery, and reusable cups for the expected visitors, then add 15% spare. Prepare coffee machines, kettles, thermos flasks, coolers, serving trays, and cutting boards before doors open rather than during the first rush.

Frequently asked questions

What do I need to buy for a collectible fair?: Plan furniture, display equipment, lighting, payment supplies, communication equipment, and refreshments. For each exhibitor, allow one table, one chair, clear price signage, and suitable lighting, then add about 10% spare equipment.
How many tables do I need for a collectible fair?: Start with one table per confirmed exhibitor and add at least 10% extra tables or table space for registration, refreshments, and unexpected changes. Confirm the final number after exhibitor registrations close.
How much lighting do collectible fair stalls need?: Provide at least one LED lamp per stall and bring spare lamps for darker corners or failures. Test all extension cords, power strips, and cable mats at least one week before the fair.
How many cups and plates should I buy for the fair?: Use the expected visitor count as your base and add 15% spare cups, plates, and cutlery. Prepare coffee and hot-water equipment before opening, with thermos flasks ready for the first busy hour.

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