What you need for a collectors' fair

A collectors' fair needs more than tables for exhibitors and items for sale. Visitors need a clear entrance, numbered stands, route signs, refreshments and a reliable way to pay. This shopping list covers the practical supplies to buy, borrow or collect before the hall opens. Check chilled products, test the card terminal and count tickets and wristbands at least one day before the event.

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What to bring

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

Furniture

Tablesqty 30
Chairsqty 45
Bar stoolsqty 6
Entrance desk
Foldable tablesqty 4
High tablesqty 4
Tableclothsqty 30
Clothes racksqty 4

Tableware

Coffee cupsqty 60
Glassesqty 100
Platesqty 100
Knivesqty 100
Forksqty 100
Teaspoonsqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Refrigeratorsqty 2
Card machinesqty 2
Cash registersqty 2
Extension cordsqty 6
Power stripsqty 8
Speakersqty 2
Microphonesqty 2

Decorations

Buntingqty 6
Balloonsqty 100
Sticky tackqty 4
Wayfinding signsqty 12
Stand number signsqty 30
Name badgesqty 60
Badge holdersqty 60
Table decorationsqty 12

Lighting

LED lampsqty 12
String lightsqty 6
Night lightsqty 4
Batteriesqty 24

Kitchen

Cutting boardsqty 4
Bread knivesqty 2
Chef's knivesqty 2
Scissorsqty 4
Thermos flasksqty 6
Measuring cupsqty 2

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning cartsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Paper cups - 150 pieces
- Paper stir sticks - 150 pieces
- Napkins - 400 pieces
- Paper plates - 150
- Mini rolls - 120 pieces
- Baguettes - 8 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 12
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Snack mix - 4 bags
- Cheese crackers - 6 packs
- Salted breadsticks - 6 packs
- Small cookies - 8 packs
- Sirup waffles - 6 packs
- Chocolate bars - 40 pieces
- Muesli bars - 40 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pepper - 1 jar
- Salt - 1 pack
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Paper towels - 8 rolls
- Trash bags - 80 pcs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Toilet paper - 24 rolls
- Paper towels - 12 packs
- Air freshener - 4 spray cans
- Bandages - 2 boxes
- Rope - 2 rolls
- Labels - 4 packs

Tips

Plan one entrance desk with enough space for tickets, wristbands, name badges and change. Keep a separate cash float ready rather than opening with only large notes.
Count coffee cups, glasses, plates, knives, forks and teaspoons against your expected visitor numbers, then add at least 10% for replacements and unexpected demand.
Arrange exhibitor tables before shopping for tablecloths, extension cords and power strips. The room layout determines how much equipment and cable length you actually need.
Buy or print stand numbers, a floor plan and route signs together. Prepare a spare copy of each sign and attach signs with sticky tack before exhibitors arrive.
Chill drinks and check refrigerated products on the day before the fair. Test coffee machines, kettles, speakers, microphones, cash registers and card machines before the hall opens.

Frequently asked questions

What do I need for a collectors' fair?: Plan exhibitor tables, chairs, tablecloths, stand numbers, route signs, an entrance desk, tickets or wristbands and payment equipment. You will also need servingware, coffee equipment, coolers or refrigerators, drinks and printed visitor information.
How much food and drink should I buy for a collectors' fair?: Use your confirmed visitor registrations as the starting point and allow 10% extra for walk-ins and spills. For drinks during the first hour, plan two to three servings per person, then adjust for the expected length of the fair.
When should I prepare collectors' fair supplies?: Finish shopping and collect rented or borrowed equipment at least one day before the fair. Chill drinks, check refrigerated products and count tickets, wristbands and printed signs on the same day.
How many tables do I need for collectors at a fair?: Start with one exhibitor table per confirmed stand, then add any entrance, refreshments and registration tables separately. Confirm the final number after the room layout is drawn, leaving clear routes between rows and the entrance.

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