Farm show shopping list: what to buy and bring

A farm show needs more than tables and refreshments. You’ll need separate supplies for animal housing, feeding, visitor flow, hygiene and serving food and drinks. Start by counting animals, exhibitors and expected visitors, then match quantities to the programme and time on site. Order bulky items such as tents, pens, hay, straw, toilets and waste collection early; they are easy to overlook and difficult to replace at short notice. Use the list below as your buying and loading checklist.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Beer tablesqty 6
Chairsqty 80
Foldable tablesqty 4
High tablesqty 6

Animal care

Animal pensqty 8
Drinking bowlsqty 12
Feed bowlsqty 12
Hay balesqty 10
Hay balesqty 12
Animal Transport Cratesqty 6
Haltersqty 4
Line materialsqty 4
Poop scoopsqty 4
Wheelbarrowsqty 3
Aviary netsqty 2
Animal care kitsqty 3

Safety

Crowd barriersqty 20
Barrier tapeqty 6
Fence panelsqty 24
Conesqty 20
First aid kitsqty 2
Fire extinguishersqty 4
Work glovesqty 12

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable glassesqty 150
Coffee cupsqty 80
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot holding containersqty 3
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving jugsqty 6

Equipment

Extension cordsqty 8
Cable reelsqty 4
Battery lampsqty 12
Megaphonesqty 2
Walkie-talkiesqty 6

Decorations

Buntingqty 10
Farm signsqty 12
Route arrowsqty 16
Name badgesqty 40
Menusqty 12

Registration

Registration formsqty 120
Pensqty 20
Wristbandsqty 150
Cash register
Cash float box

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Toilet paper holdersqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Cocoa powder - 2 packs
- Sugar - 3 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé wine - 8 bottles
- Sparkling wine - 4 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Peanuts - 4 bags
- Popcorn - 4 bags
- Mixed nuts - 3 bags
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 3 kilos
- Sandwiches - 180 pieces
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Herb butter - 2 kilo
- Young cheese - 4 kilos
- Brie - 2 kilos
- Ham - 3 kilos
- Chicken breast - 3 kilo
- Hummus - 3 kilos
- Egg salad - 2 kilo
- Tuna salad - 2 kilos
- Peanut butter - 2 jars
- Jam - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Pickles - 3 jars
- Olives - 3 jars
- Lettuce - 8 heads
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Vegetarian wraps - 60 pieces
- Chicken wraps - 60 pieces
- Vegan burgers - 40 pieces
- Hamburgers - 80 pieces
- Burger buns - 100 pieces
- Vegan cheese - 2 kilo
- Coleslaw - 6 kilos
- Fry sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Tomato sauce - 4 jars
- Spice mix - 6 jars
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Olive oil - 3 bottles
- Eggs - 60 pieces
- Pancake mix - 5 kilos
- Pancake syrup - 3 bottles
- Powdered sugar - 2 packs
- Cookies - 8 packs
- Brownies - 6 trays
- Ice lollies - 120 pieces
- Whipped cream - 12 cans
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Hand sanitizer gel - 6 bottles

Tips

Count animals by enclosure before ordering animal supplies. Plan one drinking point and one feeding point for each pen, then add spare drinkers and feeders in case one is damaged or needs cleaning.
Order hay and straw by enclosure size and duration, not just by animal count. Keep extra bedding available for wet weather and bring wheelbarrows, manure grabbers and work gloves for quick cleaning.
Allow at least one crowd barrier or fence panel for every access point that must stay closed, plus cones and barrier tape for temporary hazards. Keep first aid kits and fire extinguishers visible rather than packed away in a vehicle.
For serving, count one reusable plate, bowl, glass and cutlery set per guest, then add roughly 10% spare stock. Coffee cups are easy to miss when drinks are served separately from the meal, so count those as a separate item.
Confirm delivery dates for party tents, tables, chairs, pens, toilets and power supplies at least one week before the show. Check the weather forecast 48 hours beforehand and add covers, extra bedding and ground protection where needed.

Frequently asked questions

What do I need to buy for a farm show?: Plan supplies in five groups: furniture and shelter, animal care, crowd safety, serving ware and site operations. For each animal, provide access to water and feed, then add spares; for visitors, count one place setting per person plus about 10% extra.
How much hay and straw do I need for a farm show?: The amount depends on the number and type of animals, pen size and hours on site. Calculate the daily ration with each animal holder, then add at least 10% spare hay and enough extra straw to refresh wet or soiled bedding.
How many plates and glasses should I bring?: Bring one reusable plate, bowl, glass and cutlery set per expected guest, plus 10% spare. If guests are served in separate sessions, increase the stock or arrange a washing point so used items do not hold up service.
When should I reserve tents, pens and toilets for a farm show?: Reserve bulky hire items at least four weeks before the event, especially during busy periods. Confirm delivery, access and setup one week beforehand, then recheck the weather and ground conditions 48 hours before opening.

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