Craft Fair Shopping List

A craft fair needs more than tables for exhibitors. You also need practical items for booth setup, visitor information, payments, refreshments, workshops, and clear directions around the venue. Use the task and supply lists below to build one order and avoid last-minute trips for extension cords, change, name badges, or printed signs. Check quantities against your exhibitor count, workshop schedule, expected visitors, and whether the fair is indoors or outdoors.

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What to bring

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

Furniture

Tablesqty 30
Chairsqty 80
Bar stoolsqty 6
Clothes racksqty 4
Folding chairsqty 20
Party tentsqty 4
Tableclothsqty 30
Stoolsqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 2
Laptopsqty 2
Printers
Handheld microphonesqty 2
Speakersqty 2

Lighting

LED lampsqty 10
String lightsqty 6

Decorations

Trade fair bannersqty 4
Flagsqty 12
Decorative plantsqty 12
Photo wallsqty 2
Table décorqty 30

Kitchen

Cutting boardsqty 4
Knivesqty 4
Small bowlsqty 12
Thermos flasksqty 6
Water jugsqty 6
Ice cube traysqty 4
Serving tongsqty 6
Cooler cratesqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8
Cleaning clothsqty 30
Waste binsqty 12
Trash bag holdersqty 12

Creative materials

Cutting matsqty 20
Scissorsqty 30
Glue gunsqty 10
Measuring tapesqty 20
Pencilsqty 40
Fabric markersqty 40
Craft Needlesqty 40
Knitting needlesqty 20
Crochet hooksqty 20
Floor matsqty 20
Storage boxesqty 20
Cotton yarnqty 40
Fabric scrapsqty 10
Bead mixesqty 20
Ribbon rollsqty 20
Mixed nutsqty 10
Felt sheetsqty 100
Painting canvasesqty 30
Acrylic paint setsqty 10
Brush setsqty 10
Protective apronsqty 20

Signage

Wayfinding signsqty 12
Stand number signsqty 30
Program standsqty 4
Chalkboardsqty 6

Office supplies

Name badgesqty 100
Pensqty 30
Rolls of tapeqty 12
Writing boardsqty 6
Clipboardsqty 10
Staplersqty 4
Marker pensqty 20
Cash drawersqty 2
Cash boxesqty 2
Wristbandsqty 200
Wristband cuttersqty 2

Catering

Groceries
- Coffee - 2.5 kilograms
- Tea bags - 250 pieces
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Milk - 10 liter
- Oat milk - 6 liters
- Mineral water - 120 bottles
- Sparkling water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Apple juice - 12 liters
- Bitter lemon - 12 bottles
- Ice cubes - 20 kilograms
- Stirrers - 500 pieces
- Napkins - 500 pieces
- Coffee filters - 200 pieces
- Paper cups - 250 pieces
- Oat Cookies - 8 packs
- Butter cookies - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mini rolls - 150 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Sliced cheese - 3 kilogram
- Vegetarian spread - 12 tubs
- Hummus - 12 tubs
- Cucumbers - 10 pieces
- Tomatoes - 5 kilograms
- Lettuce - 8 heads
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Pepper - 1 can
- Salt - 1 tin
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Bread bags - 2 packs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- All-purpose cleaner - 5 liters
- Dish soap - 3 liters
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Toilet cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 20 pieces
- Rubber gloves - 12 pairs

Tips

Plan at least one table and two chairs for each standard exhibitor space, then add separate seating for workshops and refreshments. Confirm the booth layout before ordering so you do not buy furniture that cannot fit.
Pack one payment setup for every sales point, plus a cash drawer with change. Test each card machine before the fair and bring extension cords and power strips if exhibitors or catering need shared outlets.
For a full-day fair, provide roughly one reusable cup per visitor if cups are washed and reused, or plan two per person if collection and washing are not practical. Add coffee cups, plates, cutlery, serving spoons, and trays for the refreshment area.
Order workshop materials as soon as the workshop schedule is confirmed, with enough for every registered participant plus around 10% extra. Keep each workshop’s supplies together so leaders can set up without searching through general stock.
Print programs, route signs, name badges, maps, and setup instructions before event week. Bring spare copies—around 10% more than the expected number of exhibitors or visitors—and use LED lamps or string lights when booths need extra light.

Frequently asked questions

What do I need for a craft fair booth?: A typical booth needs at least one table, two chairs, a tablecloth, signage, and a way to take payments. Add a clothes rack or stools only when the exhibitor’s products or display require them. Confirm the booth dimensions before buying or renting furniture.
How many tables and chairs do I need for a craft fair?: Start with one table and two chairs per exhibitor space, then add tables for registration, refreshments, and workshops. For example, 20 exhibitors require at least 20 tables and 40 chairs before shared areas are counted. Finalise the booth layout before confirming quantities.
How much workshop material should I buy for a craft fair?: Buy one complete materials set per registered workshop participant, plus about 10% extra. If 18 people are registered, prepare 20 sets so a damaged item or late booking does not stop the session. Order as soon as the workshop leaders confirm the requirements.
What payment supplies are needed for a craft fair?: Prepare at least one tested card machine for each staffed sales point and one cash drawer with change for cash payments. Keep spare receipt paper, charged devices, and suitable power access ready. Test the card machines no later than the day before the fair.

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