What to Buy for a Fair

A fair needs more than stalls and attractions. You also need a practical setup for serving food and drinks, handling payments, keeping supplies cool, powering equipment safely and moving around the site after dark. Use the plan’s shopping list alongside your site map and confirmed suppliers. Check quantities after you know the number of visitors, food vendors and volunteers, then shop or arrange delivery early enough to avoid last-minute gaps.

Organize this event for free with Lizzt

What to bring

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

Furniture

Beer tablesqty 12
Benchesqty 24
High tablesqty 8
Folding chairsqty 40
Market stallsqty 8
Party tentsqty 4
Cash register tablesqty 3

Equipment

Fair attractionsqty 3
Coolersqty 6
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Extension cordsqty 10
Cable reelsqty 6
Power stripsqty 8
Walkie-talkiesqty 8
Card machinesqty 3
Cash registersqty 3
Flashlightsqty 6

Tableware

Reusable cupsqty 400
Reusable wine glassesqty 100
Platesqty 300
Cutlery setsqty 300
Coffee cupsqty 100
Serving traysqty 12
Storage cratesqty 20

Decorations

Buntingqty 12
Balloon archesqty 3
Tableclothsqty 20
Directional signsqty 12
Program boardsqty 4
Name badgesqty 40

Lighting

String lightsqty 10
LED lampsqty 16
Battery lanternsqty 8
Batteriesqty 32

Cleaning

Waste binsqty 16
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand broomsqty 6
Cleaning glovesqty 12
Toilet brushesqty 4
Hand soap dispensersqty 6

Safety

Crowd barriersqty 20
Barrier tapeqty 6
Traffic conesqty 20
Fire extinguishersqty 6
First aid kitsqty 2
Safety vestsqty 20
Flashlightsqty 6

Paper goods

Floor plansqty 500
Wristbandsqty 400
Receipt rollsqty 12
Pensqty 20
Clipboardsqty 8

Catering

Groceries
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Sprite - 12 bottles
- Ice tea - 12 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 12 bottles
- Coffee - 6 packs
- Tea - 3 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Ice cubes - 20 kilo
- Lemonade syrup - 4 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Popcorn - 6 bags
- Cotton candy - 30 pieces
- Mini donuts - 150 pieces
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Watermelons - 3 pieces
- Cucumbers - 10 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Hummus - 10 tubs
- Sliced cheese - 4 kilos
- Ham - 3 kilos
- Chicken breast slices - 3 kilo
- Baguettes - 30 pieces
- Mini rolls - 300 pieces
- Hamburger buns - 250 pieces
- Hamburgers - 250 pieces
- Vegetarian burgers - 50 pieces
- Hot dogs - 250 pieces
- Hot dog buns - 250 pieces
- Fries - 35 kilos
- Mayonnaise - 6 bottles
- Ketchup - 6 bottles
- Mustard - 4 bottles
- Garlic sauce - 4 bottles
- Barbecue sauce - 4 bottles
- Satay sauce - 4 jars
- Fried onions - 3 bags
- Pickles - 4 jars
- Onions - 8 kilo
- Tomatoes - 8 kilo
- Lettuce - 12 heads
- Sunflower oil - 10 liters
- Deep-frying salt - 2 kilo
- Paprika powder - 3 jars
- Salt - 2 packs
- Pepper - 2 jars
- Aluminum foil - 4 rolls
- Cling film - 3 rolls
- Baking paper - 3 rolls
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 6 bottles
- Disinfectant - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Trash bags - 200 pieces
- Freezer bags - 4 boxes
- Food gloves - 500 pieces
- Sauce cups - 500 pieces
- Cardboard fries trays - 400 pieces
- Cardboard hot dog trays - 300 pieces
- Paper snack bags - 500 pieces

Tips

Match seating and tables to how people will use the site: provide beer tables and benches for groups, high tables for quick stops, and folding chairs where visitors may need to sit longer. Confirm the final layout before ordering or collecting furniture.
Plan drink service by counting reusable cups and wine glasses separately from plates, cutlery sets and coffee cups. For a busy fair, add a reserve of at least 10% so items are still available while used tableware is being collected and washed.
Check every powered item against the available supply before buying or hiring anything. Count extension cords, cable reels and power strips by stall or service point, and keep cable routes clear of walkways.
Keep cold and hot service separate: use coolers and refrigerators for chilled drinks and food, and food warmers, coffee machines and kettles at designated service points. Confirm sockets and safe cable lengths before delivery day.
Prepare a small operating kit that is easy to overlook: card machines and cash registers for payments, storage crates for supplies, walkie-talkies for volunteers, and flashlights for closing or an evening evacuation. Test payment equipment and charge it before the fair starts.

Frequently asked questions

What do I need to buy for a fair?: Plan for seating, market stalls, party tents, serving equipment, reusable tableware, cooling and heating equipment, power accessories, payment equipment, storage and basic decorations. The exact number depends on visitor attendance, food stalls and the number of service points.
How many cups should I buy for a fair?: Start with one reusable cup per expected drink in circulation and add at least 10% spare capacity. Keep reusable wine glasses and coffee cups separate if you serve those drinks, because they cannot always replace standard cups.
When should I order fairground rides and event equipment?: Reserve attractions, food stalls, toilets and other hired equipment as soon as the date and location are confirmed. Finalise quantities and delivery details at least 1 to 2 weeks before the fair so the site layout and power plan can still be checked.
How much power equipment do I need for a fair?: Count one planned connection for each stall or equipment cluster, then add extension cords, cable reels and power strips according to the site map. Confirm the total load with the venue or supplier before buying equipment; do not rely on a single socket or cable for the whole fair.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.