What you need for a fancy fair

A fancy fair needs more than game materials and prizes. You also need a clear way to serve food, keep drinks cold, take payments and move people through the site. Use the event plan’s 77-item shopping list as your base, then adjust quantities to your expected attendance. Buy prizes and raffle items early; cups, ice, change and serving equipment are the items most often left until the final shopping trip.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 18
Folding chairsqty 120
Buffet tablesqty 4
Checkout tablesqty 2
Terrace benchesqty 8
Tableclothsqty 20
Clothes racksqty 2

Tableware

Reusable platesqty 180
Reusable bowlsqty 120
Reusable glassesqty 240
Cupsqty 120
Knivesqty 160
Forksqty 160
Spoonsqty 160
Serving spoonsqty 12
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Rechargeable lampsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Thermos flasksqty 8
Ice spoonsqty 4

Decorations

Balloonsqty 300
Balloon pumpsqty 4
Buntingqty 20
Buntingqty 12
Table decorationsqty 20
Rolls of tapeqty 10
Rolls of binding twineqty 4
Scissor setsqty 4
Markersqty 24
Chalkboardsqty 10

Game materials

Ring toss setsqty 3
Tin can toss setsqty 3
Tug-of-war ropesqty 2
Sjoelbaksqty 2
Bingo cardsqty 200
Bingo cage
Diceqty 20
Playing cardsqty 10
Hoopsqty 12
Beanbagsqty 12
Plastic cups for the gameqty 60
Conesqty 30
Stopwatchesqty 6

Catering

Cash registersqty 2
Cash boxesqty 2
Payment terminalsqty 2
Napkin holdersqty 12
Drink dispensersqty 4
Water jugsqty 8
Ice packsqty 24
Candy bagsqty 180
Prize bagsqty 200
Raffle box
Raffle wheel
Raffle ticketsqty 1000
Prize tablesqty 3

Cleaning

Cleaning bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Waste binsqty 12

Lighting

Light hosesqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Groceries

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Chocolate milk - 8 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 24 liters
- Cola Zero - 18 liters
- Orange Soda - 12 liter
- blackcurrant lemonade - 8 liters
- Bitter lemon - 6 liter
- Sparkling mineral water - 24 liters
- Still mineral water - 36 liters
- Ice cubes - 20 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 6 kilograms
- Cucumbers - 5 kilogram
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilograms
- Bell peppers - 4 kilograms
- Lettuce - 8 heads
- Baguettes - 20 pieces
- Mini rolls - 250 pieces
- White sandwich bread - 10 loaves
- Wholemeal sandwich bread - 8 loaves
- Unsalted butter - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Chocolate spread - 2 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Satay sauce - 3 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snack mix - 8 bags
- Popcorn - 6 kilos
- Pretzels - 6 bags
- Cookies - 12 packs
- Brownies - 180 pieces
- Cupcakes - 180 pieces
- Apple pies - 8 pieces
- Whipped cream - 12 aerosol cans
- Vanilla ice cream - 10 liters
- Candy mix - 15 kilograms
- Lollipops - 250 pieces
- Chocolate bars - 200 pieces
- Gummy bears - 8 kilogram
- Cotton candy mix - 3 kilograms
- Hot dog sausages - 180 pieces
- Hot dog buns - 180 pieces
- Fried onions - 3 kilograms
- Vegetarian sausages - 40 pieces
- Fries - 25 kilogram
- Frying oil - 20 liter
- Salt - 2 packs
- Pancake mix - 12 kilograms
- Eggs - 120 pieces
- Syrup - 6 bottles
- Powdered sugar - 3 kilograms
- Diet-friendly sandwiches - 30 pieces
- Gluten-free cookies - 6 packs
- Vegan sandwich spread - 2 kilograms
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Garbage bags - 120 pieces
- Paper napkins - 1000 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Plastic gloves - 500 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 packs
- Labels - 500 pieces

Tips

Plan 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Add extra cups and keep at least one cooler available for chilled drinks.
For a seated food area, allow one plate, bowl, glass, cup, knife, fork and spoon per guest, plus at least 10% extra. Serving spoons and trays are easy to overlook when food is prepared at home.
Prepare game prizes in separate boxes before the fair, with enough prizes for every planned winning round. Keep raffle prizes together and label them before setting up the gift tables.
Bring more power connections than you think you need: count coffee machines, kettles, speakers and lamps, then add at least 2 spare extension cords and 1 spare power strip. Test the payment terminal before opening.
Prepare cash envelopes and change at least 1 day in advance. Keep a separate float for each checkout point and bring printed game rules, signage and the floor plan so volunteers do not have to explain every station repeatedly.

Frequently asked questions

What food and drink supplies do I need for a fancy fair?: Allow 2–3 drinks per person for the first hour and 1 per person for every extra hour. For tableware, plan one complete place setting per guest plus 10% spare items, including reusable plates, bowls, glasses, cups and cutlery.
How many prizes should I buy for a fancy fair?: Buy at least one prize for each planned winning round or game result, then add a small reserve for damaged or missing prizes. Sort the prizes by game no later than 1 day before the event so volunteers can hand them out quickly.
How much cash and change do I need for a fancy fair?: Prepare enough change for the first 2 hours of sales, divided into separate cash envelopes for each checkout point. Count and label the envelopes at least 1 day beforehand, and test the payment terminal before the fair opens.
When should I buy supplies for a fancy fair?: Buy non-perishable tableware, signage materials and game prizes 1–2 weeks ahead. Shop for snacks and chilled drinks 1–2 days before the event, then chill the drinks and prepare cash envelopes on the final day.

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.