Craft fair shopping list

A craft fair needs more than tables for exhibitors. You will also need practical supplies for workshops, refreshments, payments, signage, lighting and keeping the venue tidy. This shopping list helps you check the equipment and consumables before opening day, including items people often arrange too late, such as extension cords, card machines, name badges and coffee supplies. Match quantities to your exhibitor count, workshop capacity and opening hours rather than buying everything in fixed amounts.

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What to bring

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

Furniture

Exhibition tablesqty 24
Workshop tablesqty 6
Chairsqty 70
Bar stoolsqty 4
Coat racksqty 3
Clothes hangersqty 100
Waste binsqty 10
Foldable tablesqty 4

Tableware

Reusable coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Pitcherqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Card machinesqty 3
Cash registersqty 2
Extension cordsqty 8
Power stripsqty 12
Laptop
Printer
Camera
Mobile phoneqty 2
Display racksqty 20
Clothes racksqty 6
Mirrorsqty 4
Cutting matsqty 12
Glue gunsqty 8
Extension cordsqty 10
Hand tool setqty 3
Step laddersqty 2
Cable tiesqty 200
Duct tapeqty 6
Scissor setsqty 8
Staplersqty 4
Cable tiesqty 100

Lighting

LED string lightsqty 8
Standing lampsqty 6
Battery lanternsqty 6

Decorations

Tableclothsqty 30
Decorative buntingqty 8
Flower arrangementsqty 10
Decorative basketsqty 12
Photo backdrop
Chalkboardsqty 8
Table signsqty 30

Kitchen

Thermos flasksqty 6
Small bowlsqty 12
Pliersqty 6
Knivesqty 6
Cutting boardsqty 4
Storage boxesqty 20
Ice packsqty 20
Washing-up tubsqty 3

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Litter pickersqty 2

Catering

Groceries
- Coffee - 8 packs
- Tea - 6 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Still water - 6 liters
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 5 bags
- Pretzels - 5 bags
- Mini pretzels - 4 packs
- Cookies - 8 packs
- Sirup waffles - 6 packs
- Mini muffins - 120 pieces
- Apples - 6 kilogram
- Bananas - 4 kilogram
- Grapes - 3 kilograms
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilograms
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Plain hummus - 6 tubs
- Butter - 2 kilograms
- Baguettes - 20 pieces
- Mini rolls - 120 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 20 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pepper - 2 mills
- Salt - 2 packs
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Lemon juice - 2 bottles
- Ice cubes - 20 kilograms
- Paper napkins - 1000 pieces
- Coffee filters - 3 packs
- Stirrers - 500 pieces
- Teaspoons - 200 pieces
- Cardboard takeaway cups - 300 pieces
- Baking paper - 4 rolls
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 8 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Paper towels - 12 packs
- Colored pencils - 12 boxes
- Felt-tip markers - 12 boxes
- Craft paper - 1000 sheets
- Cardboard - 300 sheets
- Beads - 20 boxes
- Yarn - 30 balls
- Ribbon - 20 rolls
- Fabric scraps - 15 kilograms
- Wooden ice cream sticks - 500 pieces
- Liquid glue - 20 bottles
- Double-sided tape - 12 rolls
- Acrylic paint - 24 tubes
- Paintbrushes - 50 pieces

Tips

Count one exhibition table per assigned stall, then add at least one spare table for shared displays, registration or overflow. Confirm the final stall plan before ordering or collecting furniture.
Provide one chair for each workshop place and check whether exhibitors need chairs or stools at their pitches. Arrange tables, chairs and coat racks before the venue opens so setup does not compete with visitor arrival.
Test every coffee machine, kettle, card machine, cash register, laptop and printer at least one day beforehand. Pack extension cords and power strips with the equipment, and check that cables can reach without crossing walkways.
For a full opening day, plan roughly two to three hot drinks per person in the first hour, then about one drink per person for each additional hour. Set out reusable cups, glasses, plates, cutlery, serving trays and a pitcher before exhibitors arrive.
Prepare workshop kits and printed signage at least 24 hours in advance. Count kits against the confirmed workshop registrations, and keep spare paper, pens, labels and batteries available for last-minute changes or missing supplies.

Frequently asked questions

How many tables do I need for a craft fair?: Start with one exhibition table for every assigned stall, plus one or two spare tables for registration, shared displays or overflow. Add separate workshop tables based on the number of workshop groups running at the same time.
How much coffee should I buy for a craft fair?: For the first hour, allow two to three cups per person, then around one cup per person for every additional hour. Buy extra coffee, tea, milk and sugar if the fair lasts more than four hours or includes workshops.
When should I prepare craft fair workshop kits?: Assemble the kits at least 24 hours before the fair and count them against the confirmed registrations. Prepare one spare kit for every 10 participants so a damaged or missing item does not delay a workshop.
How early should I test payment equipment for a craft fair?: Test card machines, cash registers, chargers and network access at least one day before opening. Recheck them when the venue opens, and keep a phone, power bank or alternative payment arrangement available for interruptions.

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