Collectors' Fair Shopping List
A collectors' fair needs more than tables for displaying items. You also need a clear entrance setup, payment equipment, signs, refreshments and enough serving supplies for participants and visitors. This shopping list covers the practical items behind a smooth fair, from extension cords and tablecloths to chilled drinks and reusable cups. Check quantities against your expected attendance, number of tables and opening hours before you shop.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 42
- Chairsqty 90
- Beer tablesqty 6
- Entrance desk
- Clothes racksqty 4
- Bollardsqty 8
- Coat racksqty 2
Equipment
- Sound system
- Microphonesqty 2
- Payment terminal
- Extension cordsqty 6
- Power stripsqty 8
- Coolersqty 4
- Coffee machinesqty 3
- Kettlesqty 2
- Speakersqty 2
Lighting
- LED lampsqty 8
- Mood lightingqty 4
Tableware
- Reusable cupsqty 180
- Coffee cupsqty 80
- Platesqty 80
- Platesqty 120
- Cutlery setsqty 120
- Serving plattersqty 12
- Serving tongsqty 8
Decorations
- Trade show tableclothsqty 42
- Balloonsqty 100
- Buntingqty 8
- Welcome Banner
- Directional signsqty 12
- Booth numbersqty 42
- Name badgesqty 80
- Badge holdersqty 80
Kitchen
- Thermos flasksqty 6
- Water jugsqty 6
- Cutting boardsqty 3
- Bread knivesqty 3
- Ice packsqty 20
- Storage binsqty 12
- Serving traysqty 8
- Ice spoonsqty 3
Cleaning
- Broomqty 2
- Dustpan and brushqty 3
- Mopsqty 3
- Bucketsqty 3
- Cleaning glovesqty 6
Catering
- Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 4 crates
- Alcohol-free beer - 1 crate
- White wine - 6 bottles
- Red wine - 4 bottles
- Rosé - 3 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Cocktail nuts - 4 bags
- Pretzels - 4 bags
- Snacks - 4 bags
- Mini cheeses - 3 packs
- Olives - 3 jars
- Grapes - 5 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mini sandwiches - 180 pieces
- Mini croissants - 100 pieces
- Currant buns - 60 pieces
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 3 jars
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Vegan toppings - 1 kilo
- Gluten-free cookies - 4 packs
- Cookies - 8 packs
- Sirup waffles - 6 packs
- Chocolate bars - 60 pieces
- Muffins - 60 pieces
- Napkins - 500 pieces
- Stirrers - 300 pieces
- Straws - 200 pieces
- Coffee filters - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Pedal bin bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 8 packs
- Liquid hand soap - 6 bottles
- Hand sanitizer gel - 4 bottles
- Bandage strips - 2 boxes
- Pens - 30 pieces
- Highlighters - 10 pieces
- Printer paper - 2 packs
- Tape - 6 rolls
- Double-sided tape - 3 rolls
- Name stickers - 100 pieces
Tips
- Plan one entrance desk and at least one working payment method before shopping. If you accept card payments, test the payment terminal and bring a suitable power supply or a fully charged backup.
- Count serving items from your guest estimate, not just your participant count. For a busy fair, allow at least one reusable cup per visitor for each refreshment service, plus extra cups, plates and cutlery for replacements.
- Measure the floor plan before collecting tables, chairs, clothing racks and beer tables. Leave a clear route between rows and keep the loading and unloading zone free during setup and breakdown.
- Buy or prepare signs early: one welcome banner, directional signs and printed participant information are easy to overlook until the venue opens. Put route signs at every turn rather than only at the entrance.
- Check power needs at least one day before the fair. Count the coffee machines, kettles, sound equipment and lights that need electricity, then bring enough extension cords and power strips without creating trip hazards.
Frequently asked questions
- What do I need for a collectors' fair?
- You need display furniture, an entrance desk, payment equipment, participant and directional signs, lighting, power supplies, refreshments and serving items. The full plan lists 47 supplies, including tables, chairs, coolers, reusable cups and tablecloths.
- How many tables do I need for a collectors' fair?
- Start with one table for each assigned participant or display position, then add any separate entrance, catering or registration tables. Confirm the final number after registrations close and before the floor plan is set.
- How many drinks should I buy for a collectors' fair?
- For the first hour, plan roughly two to three drinks per person, then add about one drink per person for each additional hour. Include water and keep drinks chilled before opening.
- When should I buy supplies for a collectors' fair?
- Buy durable items, signs and table coverings several days ahead, and complete the main shopping at least one day before the fair. Chill drinks and check coffee, serving and payment equipment on the day before opening.
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