What to buy for a delicatessen fair

A delicatessen fair needs more than food samples and market stalls. You will need enough small plates, glasses, serving utensils and chilled storage for several exhibitors and tasting sessions. Buy or collect disposable items early, because plates, cups and extension leads are easy to overlook until setup day. This list also covers the practical equipment that keeps food cold, drinks available and each booth ready for visitors.

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What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Tablesqty 18
Chairsqty 40
Stoolsqty 12
Table skirtsqty 18
Clothes racksqty 4
Bollardsqty 8
Barrier tapeqty 4

Tableware

Platesqty 250
Dessert platesqty 250
Glassesqty 220
Wine glassesqty 180
Cupsqty 100
Knivesqty 250
Forksqty 250
Spoonsqty 180
Serving traysqty 30
Small bowlsqty 40
Pliersqty 25
Serving spoonsqty 15

Equipment

Refrigeratorsqty 3
Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Hot platesqty 4
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 8
Card machinesqty 3
Cash boxesqty 3
Handheld microphonesqty 2
Speakersqty 2
Hand sanitizersqty 8

Kitchen

Cutting boardsqty 10
Chef's knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 8
Kitchen tongsqty 8
Aluminum foilqty 4
Cling filmqty 4
Storage binsqty 30
Ice packsqty 30

Decorations

Buntingqty 12
Table signsqty 20
Menu Card Holdersqty 30
Name badgesqty 40
Directional signsqty 12
Markersqty 12

Lighting

LED lampsqty 12
String lightsqty 8

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop setsqty 3
Bucketsqty 6
Cleaning clothsqty 30
Hand broomsqty 4

Catering

Groceries
- Sourdough bread - 12 loaves
- Baguettes - 20 pieces
- Mini bake-off rolls - 150 pieces
- Unsalted butter - 2 kilos
- Plain cream cheese - 2 kilos
- Brie - 3 kilo
- Camembert - 2 kilo
- Aged cheese - 4 kilos
- Goat cheese - 2 kilos
- Blue cheese - 1.5 kilos
- Parmesan cheese - 1.5 kilos
- Mozzarella - 2 kilos
- Hummus - 3 kilos
- Olive tapenade - 2 kilo
- Sun-dried tomato tapenade - 2 kilos
- Pesto green - 1 kilo
- Red pesto - 1 kilo
- Mustard - 1 kilo
- Mayonnaise - 1 kilo
- Ketchup - 1 kilo
- Cornichons - 2 jars
- Capers - 2 jars
- Black olives - 3 kilos
- Green olives - 3 kilos
- Sun-dried tomatoes - 2 kilo
- Artichoke hearts - 2 kilo
- Grilled bell pepper - 2 kilos
- Cherry tomatoes - 4 kilo
- Cucumbers - 12 pieces
- Carrots - 4 kilos
- Celery - 6 bunches
- Grapes - 5 kilos
- Apples - 5 kilo
- Pears - 4 kg
- Figs - 2 kilos
- Walnuts - 1.5 kilos
- Almonds - 1.5 kilos
- Pine nuts - 500 grams
- Raisins - 1 kilo
- Crackers - 15 packs
- Grissini - 12 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Balsamic vinegar - 3 bottles
- Extra virgin olive oil - 4 bottles
- Sea salt - 500 grams
- Black pepper - 250 grams
- Italian herbs - 2 jars
- Fresh basil - 10 bunches
- Fresh rosemary - 6 bunches
- Garlic - 10 bulbs
- Lemons - 20 pieces
- Honey - 3 jars
- Fig jam - 4 jars
- Onion chutney - 4 jars
- Apricot jam - 3 jars
- Coffee beans - 4 kilos
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 3 kilos
- Milk - 20 liters
- Oat milk - 8 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Ginger beer - 6 bottles
- Apple juice - 8 bottles
- Grape juice - 6 bottles
- Alcohol-free beer - 48 bottles
- Pilsner - 120 bottles
- White wine - 24 bottles
- Red wine - 24 bottles
- Rosé - 12 bottles
- Ice cubes - 20 kilo
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags for residual waste - 100 pieces
- Glass waste bags - 30 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Nitrile gloves - 10 boxes
- Food storage containers - 50 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Labels - 300 pieces
- Pens - 30 pieces

Tips

Plan 2–3 tasting portions per visitor for each featured product, then add about 10% extra for breakage, spills and unexpected attendance.
Allow at least 1 small plate, fork and napkin per tasting visitor, plus 10% spare. Keep dessert plates and small bowls available for items that need separate presentation.
For drinks, plan 2–3 servings per person for the first hour and 1–2 servings for every additional hour. Chill bottles and cans at least 6 hours before doors open.
Count one serving spoon or pair of pliers for each open tasting dish, and add 2–3 spare serving trays for refilling booths without carrying loose plates through the crowd.
Check electrical needs at least 3 days before the fair. Count every refrigerator, coffee machine, kettle and hot plate, then prepare extension cords, power strips and cable mats for each separate booth area.

Frequently asked questions

How much food do I need for a delicatessen fair?: For tasting portions, allow 2–3 small samples per visitor for each product or tasting session, plus 10% extra. Buy more only for items that are also intended as full servings or takeaway products.
How many plates and glasses do I need for a food fair?: Start with one plate, glass or cup per expected visitor for each service round, then add 10% spare. For a fair with 100 visitors, that means at least 110 of each item used at the same time.
How early should I buy supplies for a delicatessen fair?: Buy tableware, serving equipment, signage materials and power accessories 7–14 days ahead. Arrange fresh produce and other perishable items 1–2 days before the fair, and chill drinks at least 6 hours before opening.
What equipment do I need for delicatessen fair stalls?: Each stall may need a table, serving tray, small bowls, serving spoons or pliers, and access to cooling. Check refrigerators, coolers, coffee machines, kettles, hot plates and card machines at least 3 days before setup.

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