What to buy for a fashion fair

A fashion fair needs more than clothes racks and tables. You also need a clear registration point, enough hangers, mirrors and changing-room screens, plus reliable checkout equipment for busy periods. Plan refreshments for exhibitors and visitors, and order printed materials early enough for names, floor plans and directions. Use this list alongside the booth layout so every exhibitor has the furniture, power and display space needed on the day.

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What to bring

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

Furniture

Clothes racksqty 24
Foldable tablesqty 18
Chairsqty 40
Bar stoolsqty 8
Changing room screensqty 8
High tablesqty 6
Registration desk
Waste binsqty 8
Mirrorsqty 8
Coat racksqty 4
Tableclothsqty 20
Clothes hangersqty 500
Shoe racksqty 8
Presentation blocksqty 12
Cash desk table

Equipment

Card machinesqty 4
Cash drawersqty 4
Tabletsqty 4
Extension cordsqty 12
Power stripsqty 12
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Label printersqty 2
Handheld scannersqty 2

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 100
Serving plattersqty 12
Serving tongsqty 12

Decorations

Stand signsqty 24
Entrance sign
Floor plansqty 150
Name badgesqty 80
Directional signsqty 12
Buntingqty 8
Artificial plantsqty 16
Adhesive hooksqty 100
Clothing coversqty 100

Lighting

LED spotlightsqty 16
String lightsqty 8
Battery lampsqty 12
Spare batteriesqty 24

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Ice spoonsqty 4
Bottle openersqty 4
Cutting boardsqty 3

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 20

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lemon - 2 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Alcohol-free sparkling wine - 6 bottles
- Ice cubes - 20 kilo
- Croissants - 80 pieces
- Mini raisin buns - 80 pieces
- Mini muffins - 100 pieces
- Mini apple turnovers - 80 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Mini rolls - 150 pieces
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Boiled eggs - 60 pcs
- Cucumbers - 20 pieces
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Bell peppers - 2 kilos
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Strawberries - 4 kilos
- Unsalted nuts - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Crackers - 12 packs
- Rice cakes - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olive oil - 2 bottles
- Pepper - 1 grinder
- Salt - 1 pack
- Paprika powder - 1 jar
- Cinnamon - 1 jar
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Paper plates - 250 pieces
- Stir sticks - 250 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Floor cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Air freshener - 4 spray cans

Tips

Allow one clothes rack per exhibitor as a starting point, then add one spare rack for every 10 exhibitors. Buy or hire at least 10–12 hangers per rack so displays do not look empty.
Provide one changing area for every 15–20 exhibitors, using screens for privacy, and place at least one full-length mirror nearby. Add a shoe rack if footwear is part of the fair.
Set up one registration desk, one cash desk table and at least two card machines for a busy fair. Test every terminal, tablet, cash drawer and scanner before opening, and bring extension cords and power strips for each powered station.
For refreshments, allow 2–3 drinks per person during the first hour, then about one drink per person for each additional hour. Order coffee cups, glasses, plates and pastry forks based on attendance, with at least 10% extra for breakage and unexpected guests.
Print name badges, exhibitor information and the floor plan at least 3–5 days before the fair. Keep spare paper and a label printer at registration so you can handle late changes without rewriting badges by hand.

Frequently asked questions

How many clothes hangers do I need for a fashion fair?: Start with 10–12 hangers per clothes rack, then add 10% spare hangers for replacements and last-minute additions. For 20 racks, that means roughly 220–264 hangers.
How many changing rooms does a fashion fair need?: Plan one changing area for every 15–20 exhibitors, depending on how much clothing each exhibitor brings. For 30 exhibitors, provide at least two screened changing areas and one nearby mirror.
How much coffee and drinking water should I buy for a fashion fair?: Allow 2–3 drinks per person during the first hour, followed by about one drink per person per additional hour. Add 10% extra so a delayed finish or higher attendance does not leave you short.
When should I order printed materials for a fashion fair?: Place the order at least 3–5 days before the event, once exhibitor names and the booth layout are stable. Keep a label printer and spare labels available for registrations or changes on the day.

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