What to buy for a fair

A fair needs more than food and drinks. You also need a clear setup for serving, cooling, payments, prizes, seating and power. This shopping list includes reusable cups, plates, coffee supplies, serving tools, refrigerators or coolers, payment terminals and lighting. Use expected attendance and opening hours to set quantities: plan at least one serving item per guest, plus a buffer for busy periods, breakages and volunteers.

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What to bring

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

Furniture

Party tentsqty 4
High tablesqty 12
Foldable tablesqty 10
Folding chairsqty 60
Beer tablesqty 8
Bar stoolsqty 12
Checkout tablesqty 3
Prize tablesqty 4

Equipment

Refrigeratorsqty 3
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Gas barbecuesqty 2
Party speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 8
Payment terminalsqty 3
Carnival game setsqty 6
Ring toss setsqty 2
Tin can toss setsqty 2
Duck fishing gamesqty 2
Wheel of fortune
Entrance signsqty 3
Barrier fencesqty 30
Bollardsqty 20
Barrier tapeqty 6
Cable matsqty 12
Cash boxesqty 3
Cash change traysqty 3
Prize couponsqty 500
Game tokensqty 1000

Tableware

Reusable cupsqty 500
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 100
Serving plattersqty 20

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Measuring cupsqty 3
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4

Decorations

Buntingqty 12
Balloonsqty 300
Balloon pumpsqty 3
Fairground signsqty 8
Directional signsqty 12
Tableclothsqty 15
Prize standsqty 4

Lighting

String lightsqty 8
Work lightsqty 4

Cleaning

Waste binsqty 20
Waste binsqty 4
Broom setsqty 4
Litter pickersqty 4
Mop setsqty 3
Bucketsqty 6
Toilet brushesqty 4

Catering

Groceries
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 24 bottles
- Ice tea - 24 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 12 cartons
- Ice cubes - 20 bags
- Fries - 25 kilogram
- Frying oil - 20 liter
- Frikandels - 150 pieces
- Croquettes - 100 pieces
- Vegetarian snacks - 50 pieces
- Burger buns - 150 pieces
- Hamburgers - 150 pieces
- Vegetarian burgers - 30 pieces
- Hot dog buns - 100 pieces
- Hot dogs - 100 pieces
- Onions - 8 kilograms
- Lettuce - 10 heads
- Tomatoes - 8 kilograms
- Cucumbers - 5 kilogram
- Ketchup - 6 bottles
- Mayonnaise - 6 bottles
- Mustard - 4 bottles
- Garlic sauce - 4 bottles
- Satay sauce - 4 jars
- Salt - 3 packs
- Paprika powder - 2 jars
- Pepper - 2 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Popcorn kernels - 5 kilograms
- Popcorn sugar - 3 kilogram
- Cotton candy mix - 5 kilograms
- Sugar Waffles - 150 pieces
- Dutch mini pancakes - 1000 pieces
- Powdered sugar - 4 packs
- Syrup - 4 bottles
- Butter - 3 kilograms
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Lemons - 3 kilogram
- Ice lollies - 300 pieces
- Candy bags - 300 pieces
- Napkins - 1000 pieces
- Baking paper - 4 rolls
- Aluminum trays - 500 pieces
- French fry bags - 500 pieces
- Burger bags - 300 pieces
- Hot Dog Bags - 200 pieces
- Wooden skewers - 1000 pieces
- Straws - 500 pieces
- Coffee filters - 200 pieces
- Paper towels - 12 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Cleaning product - 6 bottles
- All-purpose cleaner - 4 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Latex gloves - 10 boxes
- Bandages - 5 boxes
- Disinfectant - 3 bottles
- Cooling packs - 30 pieces
- Children's Drinking Cups - 200 pieces
- Allergen labels - 100 pieces
- Labels - 4 rolls

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water for warm weather and volunteers working throughout the day.
Buy or borrow 10–15% more cups, plates and cutlery than your registration count. Fair visitors often take a fresh item when moving between food, drinks and game stations.
Keep drinks cold in refrigerators or coolers before doors open, not during the first rush. Prepare a separate reserve so staff do not have to leave the bar to restock.
Prepare one payment terminal for each busy checkout point, plus a charged backup if possible. Keep extension cords, power strips and rechargeable lamps ready before deliveries and attractions arrive.
Count prizes by station and age group before the fair, then place them on prize tables in labelled groups. This prevents volunteers from opening boxes and sorting prizes while visitors are waiting.

Frequently asked questions

How many cups and plates do I need for a fair?: Start with one cup, plate and cutlery set per expected guest, then add 10–15% extra. For 200 visitors, that means at least 220–230 of each item used once.
How much food and drink should I buy for a fair?: For drinks, allow two to three per person in the first hour and one per person for every extra hour. For food, calculate one portion per registered guest, then add 10% for walk-ins, volunteers and damaged portions.
How many payment terminals are needed at a fair?: Use one payment terminal for each checkout point that may serve a queue at the same time. For two busy cash registers, prepare two terminals and a charged backup, with testing completed at least one day beforehand.
When should I buy and chill drinks for a fair?: Buy drinks and shelf-stable supplies several days before the fair so shortages can still be corrected. Chill the drinks on the day before, or at least 6–8 hours before opening, depending on cooler capacity.

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