Food fair shopping list: what to buy and bring

A food fair needs more than ingredients and serving plates. You will need separate supplies for stalls, tasting portions, chilled food, hot preparation, drinks, payments and waste collection. This checklist helps you buy and bring the items that are easiest to overlook, including extra glassware, storage bins, tent weights and equipment for keeping food at a safe temperature. Use the number of chefs, stalls and visitors to calculate quantities before shopping, then check deliveries as soon as they arrive.

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What to bring

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

Furniture

Party tentsqty 4
Tent weightsqty 16
Market stallsqty 12
Foldable tablesqty 24
Buffet tablesqty 8
Bistro tablesqty 12
Folding chairsqty 100
Stoolsqty 20
Checkout tablesqty 3
Display racksqty 8
Storage binsqty 20
Clothes racksqty 2

Tableware

Dinner platesqty 180
Dessert platesqty 180
Soup bowlsqty 100
Coffee cupsqty 120
Drinking glassesqty 220
Wine glassesqty 100
Coffee spoonsqty 120
Tablespoonsqty 180
Forksqty 180
Knivesqty 180

Equipment

Refrigeratorsqty 3
Coolersqty 8
Food warmersqty 8
Induction hobsqty 8
Ovensqty 3
Coffee machinesqty 3
Kettlesqty 3
Blendersqty 3
Contact grillsqty 3
Extension cordsqty 12
Power stripsqty 12
Thermometersqty 6
Payment terminalsqty 3

Kitchen

Cutting boardsqty 16
Chef's knivesqty 16
Mixing bowlsqty 12
Measuring cupsqty 8
Serving tongsqty 24
Serving spoonsqty 20
Kitchen thermometersqty 6
Aluminum traysqty 40
Food storage containersqty 30

Decorations

Tableclothsqty 36
Buntingqty 12
Menu boardsqty 15
Chalkboardsqty 12
Name card holdersqty 20

Lighting

String lightsqty 8
LED lampsqty 16
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Cleaning bucketsqty 6
Broom setsqty 4
Mopsqty 6

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 4 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Sparkling water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 6 crates
- Red sparkling juice - 6 bottles
- Lemons - 4 kilos
- Limes - 3 kilos
- Apples - 8 kilos
- Pears - 6 kilos
- Bananas - 6 kilos
- Grapes - 6 kilos
- Strawberries - 5 kilo
- Cucumbers - 8 kilos
- Tomatoes - 12 kilos
- Cherry tomatoes - 5 kilo
- Red bell peppers - 6 kilos
- Zucchini - 6 kilos
- Eggplants - 5 kilos
- Carrots - 8 kilos
- Onions - 8 kilo
- Garlic - 1 kilo
- Mushrooms - 6 kilos
- Iceberg lettuce - 20 heads
- Arugula - 2 kilos
- Fresh basil - 20 bunches
- Fresh parsley - 12 bunches
- Baby potatoes - 15 kilos
- Rice - 12 kilo
- Pasta - 12 kilo
- Couscous - 6 kilos
- Flour - 8 kilos
- Cornmeal - 4 kilos
- Whole wheat bread - 20 loaves
- Baguettes - 30 pieces
- Tortilla wraps - 180 pieces
- Pizza Bases - 40 pieces
- Lentils - 8 kilos
- Chickpeas - 8 kilos
- Black beans - 6 kilo
- Tofu - 8 kilos
- Chicken breast - 12 kilo
- Ground beef - 10 kilos
- Grated cheese - 8 kilos
- Mozzarella - 6 kilos
- Feta - 4 kilos
- Eggs - 15 boxes
- Cooking cream - 8 liters
- Yogurt - 8 kilos
- Butter - 6 kilos
- Olive oil - 6 liters
- Sunflower oil - 8 liters
- Tomato passata - 20 liter
- Coconut milk - 12 liters
- Vegetable stock - 4 boxes
- Chicken broth - 3 boxes
- Mayonnaise - 6 bottles
- Ketchup - 6 bottles
- Mustard - 4 jars
- Pesto sauce - 12 jars
- Soy sauce - 4 bottles
- Chili sauce - 4 bottles
- Sriracha - 3 bottles
- Balsamic vinegar - 3 bottles
- Apple cider vinegar - 2 bottles
- Paprika powder - 4 jars
- Cumin - 3 jars
- Curry powder - 3 jars
- Oregano - 3 jars
- Basil - 3 pots
- Black pepper - 3 jars
- Salt - 5 kilo
- Chili flakes - 2 jars
- Sesame seeds - 2 kilo
- Breadcrumbs - 4 kilo
- Pine nuts - 2 kilos
- Olives - 6 jars
- Pickles - 6 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Nut mix - 6 kilos
- Dark chocolate - 5 kilo
- Cookies - 12 packs
- Brownies - 120 pieces
- Vanilla ice cream - 12 liter
- Whipped cream - 12 aerosol cans
- Napkins - 500 pieces
- Paper snack trays - 300 pieces
- Wooden satay skewers - 500 pieces
- Baking paper - 6 rolls
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Disposable gloves - 10 boxes
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 6 bottles
- All-purpose cleaner - 6 bottles
- Degreaser - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Trash bags - 100 pieces
- Freezer bags - 200 pieces

Tips

Plan tableware per visitor plus at least 10% extra. Count dinner plates, dessert plates, bowls, forks, knives and spoons separately; tasting portions can use more pieces than a normal meal.
Keep chilled ingredients and prepared food cold from delivery until service. Arrange refrigerators or coolers before the event and allow space for drinks, sauces and allergen-sensitive items.
Buy or bring enough power-ready cooking equipment for every stall. Check outlets before ordering induction hobs, ovens, coffee machines, kettles or blenders, and do not assume one outlet can run several appliances safely.
Do not forget the payment point supplies. Each checkout needs a table, charged payment terminal, cash float and a clear place for menus and prices; prepare change before stalls open.
Outdoor stalls need more than a tent. Bring tent weights, storage bins and waste containers, and keep backup serving supplies in labelled boxes so volunteers can restock without opening food deliveries.

Frequently asked questions

How many plates and glasses do I need for a food fair?: Start with one set per expected visitor for each serving format, then add at least 10% spare tableware. Count wine glasses, drinking glasses, coffee cups, bowls and plates separately because guests may use several during one visit.
How much food should I buy for a food fair?: Use the confirmed number of visitors and the portion size for each stall rather than one total estimate. For perishable ingredients, schedule delivery close to preparation—usually within 24 hours—and keep a small reserve of non-perishable basics.
What equipment is needed to keep food hot and cold?: Plan refrigerators or coolers for chilled items and food warmers for dishes that must stay hot. Confirm the required capacity and power supply at least 7 days before the fair, especially if several stalls share the venue.
What should I prepare for an outdoor food fair?: Pack party tents, tent weights, market stalls, storage bins and clearly labelled waste containers. Check the forecast and complete the outdoor equipment check at least 24 hours before opening, so missing or damaged items can still be replaced.

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