What do you need for a fair?

A fair needs more than stalls and attractions. You also need a reliable way to keep food and drinks cold, serve visitors quickly, take payments and light the site safely after dark. Use this shopping list alongside your floor plan and supplier bookings. Check quantities against your expected attendance, opening hours and the number of food, drink and market stalls before you buy or collect anything.

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What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 6
Foldable tablesqty 12
Folding chairsqty 60
Beer tablesqty 8
Stoolsqty 20
Clothes racksqty 2

Equipment

Refrigeratorsqty 3
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Contact grillsqty 2
Frying pan cratesqty 2
Payment terminalsqty 3
Sound system
Microphonesqty 2
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 10

Lighting

LED lampsqty 12
String lightsqty 8
Work lightsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 400
Coffee cupsqty 250
Platesqty 250
Bowlsqty 100
Cutlery setsqty 250
Serving plattersqty 20
Serving jugsqty 6
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving spoonsqty 10
Pliersqty 8
Measuring cupsqty 4
Storage binsqty 20
Bottle openersqty 6

Catering

Napkinsqty 1000
Snack cupsqty 500
French fry cupsqty 300
Skewersqty 500
Strawsqty 300
Receipt rollsqty 12

Decorations

Buntingqty 12
Balloonsqty 300
Balloon pumpqty 2
Tableclothsqty 16
Directional signsqty 12
Information boardsqty 8
Price listsqty 12

Safety

Crowd barriersqty 30
Traffic conesqty 20
Barrier tapeqty 6
Fire extinguishersqty 6
First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12

Cleaning

Waste binsqty 20
Waste binsqty 6
Broom setsqty 6
Floor squeegeesqty 3
Bucketsqty 6
Spongesqty 12
Cleaning glovesqty 12

Information

Cash registersqty 3
Cash boxesqty 3
Walkie-talkiesqty 10
Wristbandsqty 500
Floor plansqty 500
Clipboardsqty 8

Groceries

Groceries
- Cola - 40 bottles
- Cola Zero - 30 bottles
- Orange soda - 30 bottles
- Iced tea - 30 bottles
- Sparkling mineral water - 30 bottles
- Still mineral water - 50 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 24 cans
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 3 kilos
- Ice cubes - 20 kilo
- Frying oil - 20 liter
- Frozen fries - 25 kilos
- Frikandels - 150 pieces
- Croquettes - 100 pieces
- Bami snacks - 60 pieces
- Burger buns - 150 pieces
- Hamburgers - 150 pieces
- Vegetarian burgers - 30 pieces
- Hot dog buns - 100 pieces
- Knackwurst sausages - 100 pieces
- Onions - 8 kilo
- Tomatoes - 6 kilos
- Lettuce - 10 heads
- Pickles - 6 jars
- Ketchup - 6 bottles
- Mayonnaise - 6 bottles
- Mustard - 4 bottles
- Garlic sauce - 4 bottles
- Satay sauce - 6 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Cheese sticks - 6 kilo
- Bitterballen - 8 kilo
- Popcorn kernels - 5 kilos
- Popcorn oil - 3 liters
- Popcorn sugar - 3 kilos
- Cotton candy sugar - 5 kilos
- Dutch mini pancakes - 1200 pieces
- Icing sugar - 4 kilo
- Unsalted butter - 3 kilo
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Cookies - 8 packs
- Chocolate bars - 100 pieces
- Candy bags - 150 pieces
- Drop - 5 kilo
- Wine gums - 5 kilo
- Lollipops - 100 pieces
- Chewing gum - 100 packs
- Peanut butter - 2 jars
- Peanuts - 3 kilos
- Salt - 2 kilos
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Sandwich bags - 2 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 10 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 6 bottles
- All-purpose cleaner - 6 bottles
- Disinfectant wipes - 12 packs
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Rubber gloves - 20 pairs
- Trash bags - 150 pieces
- Freezer bags - 4 boxes
- Bandages - 4 boxes
- Tissues - 12 packs
- Pens - 20 pieces
- Tape - 12 rolls
- Cable ties - 500 pieces
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Tips

Plan for at least 1 reusable cup, plate and cutlery set per expected visitor if you cannot wash items during the fair. Add 10–15% extra for losses, drops and busy periods.
For a four-hour fair, allow roughly 2–3 drinks per person during the first hour and 1 drink per person for each following hour. Provide extra cooling capacity so drinks can be replenished without running out.
Count power needs before collecting extension cords, cable reels and power strips. Keep food equipment on separate circuits where possible, and bring at least 2 spare extension cords for last-minute layout changes.
Use one payment terminal for each busy sales point, plus 1 spare terminal for the site. Test charging, connectivity and cash handling before opening, rather than discovering a problem during the first rush.
Prepare lighting in three groups: work lights for setup, LED or string lights for visitor areas, and flashlights for staff and emergency checks. Test every cable and light at least 1 day before the fair.

Frequently asked questions

How many cups and plates do I need for a fair?: Start with 1 cup, plate and cutlery set per expected visitor for a single-use setup, then add 10–15% extra. If the fair lasts more than 4 hours or includes several food service points, increase the quantity or arrange washing and collection during the event.
How much seating is needed for a fair?: Provide seating for around 10–20% of expected visitors at one time, unless the fair is built around seated dining. For 300 visitors, that means approximately 30–60 seats, with extra tables or beer tables where food and drinks will be consumed.
How many refrigerators or coolers do I need for a fair?: Use enough capacity to hold the drinks and perishable food needed for the busiest service period, not just the average hour. As a starting point, allow 1 large cooler or refrigerator for each busy drinks or food station, then confirm the final number with your caterer 1 week before the fair.
When should I prepare the fair shopping list?: Make a first list at least 2 weeks before the fair, after the stall layout and catering needs are known. Confirm quantities 3–5 days before opening and collect refrigerated, powered and payment equipment no later than the day before.

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