What you need for a collectors' market

A collectors' market needs more than tables for sellers. You also need a clear entrance setup, reliable payment equipment, printed information and enough power for coffee machines, lighting and sound. This shopping list covers the physical supplies behind the 81 planning tasks, including stall furniture, registration and payment equipment, refreshments, tableware and simple decorations. Use the number of stalls and expected visitors to calculate quantities before booking or buying anything.

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What to bring

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

Furniture

Tablesqty 30
Chairsqty 40
Foldable tablesqty 4
Entrance desk
Bar stoolsqty 4
Clothes racksqty 4
Party tentsqty 4
High tablesqty 6

Equipment

Cash register
Payment terminalqty 2
Cash boxesqty 3
Power stripsqty 8
Extension cordsqty 8
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Laptop
Label printer

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Thermos flasksqty 4
Pouring jugsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 12
Name badgesqty 80
Booth numbersqty 40
Wayfinding signsqty 12
Information boardsqty 6

Lighting

LED light stringsqty 8
LED lampsqty 10
Battery lanternsqty 6
Spare batteriesqty 24

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 150 pieces
- Coffee creamer - 8 liters
- Semi-skimmed milk - 6 liters
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Coffee filters - 200 pieces
- Stir sticks - 200 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Croissants - 60 pieces
- Mini sandwiches - 120 pieces
- Cheese - 3 kilograms
- Ham - 2 kilograms
- Hummus - 12 tubs
- Cucumber - 12 pieces
- Tomatoes - 3 kilograms
- Butter - 4 packs
- Jam - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Salty snacks - 8 bags
- Cookies - 10 packs
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand sanitizer - 6 bottles
- Liquid hand soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Allow one table per stand, plus at least one spare foldable table for the entrance desk, registration materials or overflow. Add one chair per seated seller and keep two extra chairs available for volunteers.
Prepare one payment setup for the entrance and a separate cash box for backup. Test the cash register, payment terminal and change at least 24 hours before opening, and bring enough power strips and extension cords for every powered device.
For refreshments, count one coffee cup, glass, plate and cutlery set per expected serving, then add 10% extra. Two coffee machines or kettles are usually easier to manage than one when visitors arrive at the same time.
Print stand numbers, market rules, admission prices and the market map before setup day. Prepare at least one copy for the entrance, one for each stand or information point where needed, and a few spare copies for replacements.
Check the venue's power and lighting before bringing coffee machines, coolers, speakers and a microphone. Label extension cords and keep walkways clear; outdoor markets may also need party tents, tablecloths and secure signage.

Frequently asked questions

How many tables do I need for a collectors' market?: Plan one table for each confirmed stand, then add one or two spare tables for the entrance desk, registration or last-minute changes. For example, 25 stands need at least 26 to 27 tables.
How much tableware should I buy for a collectors' market?: Use the expected number of refreshment servings as your base: one cup, glass, plate and cutlery set per serving, plus 10% extra. For 100 servings, prepare at least 110 of each item where applicable.
How many power strips and extension cords are needed?: Count every powered item, including payment equipment, coffee machines, kettles, coolers, speakers and lighting. Start with one power strip per equipment cluster and at least one extension cord per separate area, then confirm the venue's capacity before the event.
When should I test the payment terminal and cash register?: Test both at least 24 hours before visitors arrive, using the actual power supply and network if possible. Prepare the cash box and change at the same time so payment problems can be fixed before setup ends.

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