Craft Fair Shopping List

A craft fair needs more than tables and stalls. You will need display equipment, lighting, signage, storage and serving items for coffee, tea and refreshments. Plan one complete setup for each exhibitor space, then add shared supplies for registration, catering and visitor information. Check the venue’s available furniture and power points before buying or hiring anything, ideally at least two weeks before the fair.

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What to bring

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

Furniture

Foldable tablesqty 24
Chairsqty 80
Cash desk table
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 100
Changing room screenqty 2

Presentation

Booth panelsqty 20
Mesh panelsqty 16
Display standsqty 12
Book standsqty 10
Lazy Susansqty 12
Booth number holdersqty 24
Notice boardsqty 8
Clipboardsqty 12
Table risersqty 24
Plastic containersqty 30
Storage cratesqty 20
Mirrorsqty 6
Booth lightingqty 20

Textiles

Tableclothsqty 24
Chair coversqty 40
Coat racksqty 4

Tableware

Coffee cupsqty 100
Tea glassesqty 60
Water glassesqty 100
Dessert platesqty 100
Cake knivesqty 20
Serving traysqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 8
Cutting knivesqty 4
Serving plattersqty 12

Equipment

Payment terminalsqty 2
Cash register
Cash box
Speakersqty 2
Wireless microphone
Laptop
Extension cordsqty 12
Power stripsqty 12
Cable matsqty 20
Duct tapeqty 6

Tools

Cordless drill driversqty 2
Screwdriver setsqty 2
Hammerqty 2
Measuring tapesqty 3
Cable tiesqty 200

Decorations

Buntingqty 8
Flower arrangementsqty 8
Decorative basketsqty 12
Chalkboardsqty 8
Menu standsqty 6
Directional signsqty 12

Lighting

LED lampsqty 16
Light standsqty 4
Battery lanternsqty 6

Registration

Name badge holdersqty 100
Registration foldersqty 4
Pensqty 30
Wristbandsqty 300

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Vacuum cleaner

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 300 pieces
- Black tea - 100 tea bags
- Green tea - 60 bags
- Herbal tea - 60 tea bags
- Rooibos tea - 40 bags
- Sugar - 2 kilos
- Sweetener - 300 pieces
- Whole milk - 8 liters
- Oat milk - 6 liters
- Coffee creamers - 300 pieces
- Whipped cream - 12 cans
- Cocoa powder - 1 kilo
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 48 bottles
- Sparkling water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Rice cakes - 6 packs
- Crackers - 8 packs
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Vegetarian filet - 1 kilo
- Cucumber - 12 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Lemons - 12 pieces
- Raisins - 2 kilos
- Nut mix - 2 kilo
- Dates - 1 kilo
- Cookies - 12 packs
- Spiced cookies - 8 packs
- Brownies - 80 pieces
- Mini muffins - 100 pieces
- Apple pie - 6 pieces
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Gluten-free crackers - 3 packs
- Vegan bread - 4 loaves
- Whole grain bread - 8 loaves
- Baguettes - 12 pieces
- Butter - 1 kilo
- Jam - 6 jars
- Honey - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olives - 3 jars
- Pickles - 3 jars
- Pepper - 1 can
- Salt - 1 tin
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Olive oil - 2 bottles
- Ice cubes - 10 kilos
- Napkins - 800 pieces
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Toilet paper - 48 rolls

Tips

Allow one foldable table per standard stall, plus chairs and tablecloths where exhibitors need them. Confirm stall dimensions before ordering display equipment so panels, stands and risers actually fit.
Plan display support for different products: book stands for books, lazy Susans for small items, mirrors for wearable goods and storage crates or plastic containers for stock under the table.
Count booth lighting and extension access per stall rather than assuming the venue has enough power. Map the outlets during a venue check and keep escape routes clear of cables and display materials.
Prepare visitor-facing supplies before opening: booth number holders, route signs, notice boards, clipboards and printed badges. Order or print these several days ahead, because last-minute signage is easy to overlook.
For refreshments, count coffee cups, tea glasses, water glasses, dessert plates, cake knives, serving trays and serving tongs against the expected attendance. Add a buffer of roughly 10% for breakage, spills and extra servings.

Frequently asked questions

What do I need for a craft fair stall?: Start with one table, two chairs, a tablecloth, a clear booth number and suitable display stands. Add storage crates, price tags, lighting and any product-specific items such as mirrors or book stands. Confirm the stall dimensions before buying equipment.
How many tables do I need for a craft fair?: Plan one foldable table for each exhibitor stall, then add a separate cash desk table and any tables needed for workshops or refreshments. Confirm the final exhibitor list and stall layout before placing the order, preferably at least two weeks in advance.
What serving supplies are needed for a craft fair?: For a staffed refreshment area, provide coffee cups, tea glasses, water glasses and dessert plates, along with cake knives, serving trays and serving tongs. Base the quantity on expected attendance and add about 10% extra for replacements and second servings.
When should I buy supplies for a craft fair?: Check the shopping list after the floor plan, exhibitor count and catering order are confirmed. Buy or hire furniture and display equipment at least two weeks before the fair, and have badges, price tags and route signs ready several days before opening.

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