Fashion Fair Shopping List

A fashion fair needs more than clothing racks and tables. You also need practical supplies for exhibitors, changing areas, payments, refreshments and clear visitor routes. Use this shopping list alongside your floor plan, then check every quantity against your exhibitor and visitor numbers. Arrange rented furniture, card machines and printed materials early; disposable tableware, drinks and decoration can usually be bought closer to the event.

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What to bring

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

Furniture

Market stallsqty 20
Clothes racksqty 24
Tablesqty 12
Folding chairsqty 40
Bar stoolsqty 8
Changing room screensqty 8
Coat racksqty 4
Coat hangersqty 250
Storage cratesqty 30
Mirrorsqty 8
Waste binsqty 10

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Decorations

Fabric table skirtsqty 12
Tableclothsqty 12
Decorative coat hangersqty 40
Flower arrangementsqty 8
Balloonsqty 100
Buntingqty 12
Booth numbersqty 20
Route signsqty 12
Arrow stickersqty 40

Equipment

Card machinesqty 4
Cash registersqty 4
Receipt printersqty 4
Extension cordsqty 12
Power stripsqty 12
Laptopsqty 2
Label printersqty 2
Speakersqty 2
Microphone
Clothes steamersqty 4
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 3
Spotlightsqty 12

Kitchen

Cutting boardsqty 4
Serving tongsqty 8
Serving jugsqty 6
Coolersqty 4
Water jugsqty 8
Bottle openersqty 4
Knivesqty 4
Bowlsqty 12

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Vacuum cleanersqty 2
Cleaning cartsqty 2

Lighting

String lightsqty 8
Battery lampsqty 12
Spare batteriesqty 24

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Fresh mint tea - 2 bunches
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 3 cases
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Beer - 4 crates
- Ice cubes - 12 bags
- Mini water bottles - 6 boxes
- Croissants - 80 pieces
- Mini cheese rolls - 80 pieces
- Mini sausage rolls - 80 pieces
- Vegetarian mini snacks - 80 pieces
- Gluten-free snacks - 20 pieces
- Vegan snacks - 30 pieces
- Mini cheese sandwiches - 40 pieces
- Chicken mini sandwiches - 40 pieces
- Mini hummus sandwiches - 40 pieces
- Cucumber - 2 kilos
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 3 kilos
- Bananas - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Hummus - 8 tubs
- Salsa - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 600 pieces
- Stirrers - 300 pieces
- Wooden skewers - 300 pieces
- Coffee filters - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Rubber gloves - 12 pairs
- Paper towels - 12 packs
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Bandages - 2 boxes
- Fabric tape - 6 rolls
- Highlighters - 2 sets
- Ballpoint pens - 30 pieces
- Wristbands - 500 pieces
- Cash register rolls - 8 rolls
- Cash register rolls - 8 rolls
- Name stickers - 250 pieces
- A4 printer paper - 2 packs
- Ink cartridges - 2 sets
- Paper carrier bags - 300 pieces
- Gift ribbon - 4 rolls
- Clothing covers - 100 pieces
- Price stickers - 1000 pieces
- Paper tape - 12 rolls

Tips

Plan one clothing rack or display section per exhibitor, then add at least 10% spare hanging space for overflow garments. Include mirrors and changing-room screens where visitors are expected to try on clothes.
Provide one table or counter area for each stall that needs folded items, price tags or a card machine. Keep storage crates behind the booth so spare stock and packaging do not clutter the visitor side.
For refreshments, allow two to three drinks per person during the first hour, then adjust for the expected event length. Buy cups, glasses, plates, cutlery and serving trays to match the number of guests rather than just the number of exhibitors.
Count every power-dependent item before buying extension cords and power strips. Keep at least one spare extension cord and check the venue outlets before the fair, especially for card machines, receipt printers and lighting.
Print booth numbers, route signs and arrow stickers after the layout is final. Prepare roughly 10% extra copies of visitor-facing signs, badges and price-label supplies so a last-minute change does not hold up setup.

Frequently asked questions

What should I buy for a fashion fair?: Start with display furniture, including market stalls, clothes racks, tables, mirrors, changing-room screens and coat hangers. Add payment equipment, price tags, booth numbers, route signs, refreshments, serving ware and power supplies.
How many clothes racks do I need for a fashion fair?: Plan on at least one main rack or display section per exhibitor, depending on the amount of stock they bring. Add about 10% spare capacity so full racks do not become difficult to browse.
How much food and drink do I need for a fashion fair?: For drinks, allow two to three per person during the first hour, then add more for longer events. Match plates, cups, glasses and cutlery to the expected visitor count, with around 10% extra for replacements.
When should I order supplies for a fashion fair?: Reserve furniture, changing-room screens, mirrors, card machines and receipt printers at least 2–4 weeks ahead. Buy drinks, disposable tableware and small signage supplies during the final week, after visitor numbers are clearer.

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