What to buy for a fancy fair

A fancy fair needs more than tables and donated prizes. You need supplies for exhibitors, visitors, refreshments, the raffle and the box office, with enough equipment to keep several stalls running at once. Buy or collect items early, especially cash boxes, price labels, serving equipment and extension leads. Use the final guest and exhibitor numbers to adjust quantities, then keep a small reserve for busy periods and last-minute replacements.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Market tablesqty 8
Coat racksqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Decorations

Tableclothsqty 12
Balloonsqty 80
Buntingqty 10
Flower arrangementsqty 8
Price tagsqty 150

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Cash boxesqty 3
Calculatorsqty 3
Price listsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Kitchen knivesqty 3

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2

Lighting

LED light stringsqty 4
Standing lampsqty 4

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 2 liter
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Alcohol-free beer - 2 crates
- Butter cake - 6 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 3 bags
- Cheese biscuits - 4 packs
- Mini currant buns - 60 pieces
- Cheese sandwiches - 30 pieces
- Ham sandwich rolls - 20 pieces
- Vegetarian filled sandwiches - 10 pieces
- Mini quiches - 40 pieces
- Apple pies - 4 pieces
- Quark cakes - 3 pieces
- Whipped cream - 6 cans
- Lemons - 8 pieces
- Cucumbers - 4 pieces
- Cherry tomatoes - 4 trays
- Grapes - 3 kilos
- Apples - 40 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Pepper - 1 jar
- Salt - 1 pack
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Disposable cups for hot drinks - 100 pieces
- Disposable gloves - 2 boxes
- Raffle tickets - 300 pieces

Tips

Plan for at least one price list and one cash box at the entrance, plus a separate cash box for each stall that takes money. Bring calculators and enough change before doors open, rather than sending volunteers to find it during the fair.
For refreshments, allow two cups per visitor if you are serving coffee or tea, and add roughly 10% extra cups, glasses and plates for spills or replacements. Prepare enough serving trays for the number of snack stations you will use.
Buy or print price tags for every item before setup, with spare labels for late donations and changed prices. Keep a master price list at the entrance so volunteers can answer questions without leaving their stall.
Count extension cords and power strips against the actual equipment: coffee machines, kettles and the sound system may need separate sockets. Pack at least one spare extension cord and place cables where visitors cannot trip over them.
Do not leave cleaning supplies until the morning of the fair. Have buckets, mops, and a broom and dustpan ready before opening, with a clear place for used cups, plates and rubbish so the hall can be reset quickly.

Frequently asked questions

What food and drink do I need for a fancy fair?: Plan for about two drinks per visitor during the first hour, then adjust for the expected length of the event. Buy or collect 10% more cups, glasses, plates and cutlery than your headcount requires, and include coffee, tea, water and snacks.
How many tables do I need for a fancy fair?: Allow one market table for each exhibitor or stall, then add tables for refreshments, the raffle and the entrance or box office. Confirm the exhibitor count at least one week before the fair so you can fill any furniture gaps.
What should I buy for fancy fair stalls?: Each stall needs a clear price list, price tags, a cash box if it handles payments, and a calculator. Prepare spare labels and at least one extra price list per group of five stalls for replacements or last-minute changes.
When should I prepare fancy fair supplies?: Collect non-perishable equipment, decorations and signage at least one week in advance. Buy fresh food and chill drinks on the day before or the morning of the fair, depending on storage space and the product expiry time.

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