Food Fair Shopping List

A food fair needs more than ingredients for each stall. You also need a clear plan for serving, chilling, heating, tasting, and handling dietary information. Use this shopping list to check drinks, shelf-stable stock, fresh produce, tableware, cooking equipment, and stall essentials before the event. Confirm quantities with exhibitors first, then add a small buffer for samples, spills, and late arrivals. Arrange chilled goods and fresh groceries close to the event so they stay usable and safe.

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What to bring

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

Furniture

Market stallsqty 12
Foldable tablesqty 8
Beer tablesqty 6
Chairsqty 60
High tablesqty 8
Tableclothsqty 20
Clothes racksqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Induction hobsqty 4
Food warmersqty 4
Kitchen scalesqty 2

Tableware

Platesqty 150
Bowlsqty 80
Glassesqty 180
Coffee cupsqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Teaspoonsqty 80
Serving utensilsqty 24
Serving plattersqty 24
Small bowlsqty 30
Measuring cupsqty 4

Kitchen

Cutting boardsqty 8
Paring knivesqty 8
Mixing bowlsqty 8
Storage binsqty 20
Serving tongsqty 12
Serving spoonsqty 12
Kitchen apronsqty 12
Oven mittsqty 6
Aluminum traysqty 30
Foil holdersqty 4

Decorations

Buntingqty 8
Table decorationsqty 12
Name card holdersqty 30
Menu boardsqty 12
Chalkboardsqty 8
Directional signsqty 12
Name badgesqty 40
Badge holdersqty 40

Lighting

LED light stringsqty 8
LED lampsqty 12
Desk lampsqty 4

Cleaning

Waste binsqty 8
Hand broomsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Iced tea - 8 bottles
- Ice cubes - 12 bags
- Baguettes - 18 pieces
- Whole grain bread - 8 loaves
- Crackers - 10 packs
- Tortilla wraps - 8 packs
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Goat cheese - 1,5 kilo
- Hummus - 2 kilos
- Pesto - 1 kilo
- Tomato tapenade - 1 kilo
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Cucumbers - 5 kilos
- Cherry tomatoes - 5 kilo
- Peppers - 4 kilos
- Carrots - 4 kilos
- Celery - 2 kilo
- Lettuce - 12 heads
- Arugula - 1 kilo
- Avocados - 30 pieces
- Apples - 8 kilos
- Pears - 6 kilos
- Grapes - 6 kilos
- Bananas - 6 kilos
- Strawberries - 4 kilos
- Garlic - 500 grams
- Onions - 3 kilos
- Fresh basil - 20 bunches
- Fresh mint - 10 bunches
- Parsley - 10 bunches
- Lemon juice - 2 liters
- Balsamic vinegar - 1 liter
- Apple cider vinegar - 1 liter
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Sweet chili sauce - 1 liter
- Soy sauce - 1 liter
- Honey - 1 kilo
- Jam - 6 jars
- Peanut butter - 4 jars
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Cumin - 200 grams
- Italian herbs - 200 grams
- Chili flakes - 100 grams
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Mixed nuts - 4 kilos
- Salted peanuts - 2 kilos
- Pitted olives - 2 kilos
- Raisins - 2 kilos
- Dark chocolate - 2 kilo
- Milk chocolate - 2 kilo
- Cookies - 12 packs
- Brownies - 80 pieces
- Muffins - 80 pieces
- Paper napkins - 1000 pieces
- Paper plates - 300 pieces
- Wooden skewers - 1000 pieces
- Cocktail picks - 500 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Freezer bags - 4 boxes
- Paper towels - 12 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant - 4 bottles
- Sponges - 12 pieces
- Scouring sponges - 12 pieces
- Disposable gloves - 6 boxes
- Hairnets - 50 pieces
- Trash bags - 100 pieces
- Toilet paper - 24 rolls
- Paper towels - 12 packs
- Label stickers - 6 rolls
- Waterproof Markers - 2 boxes
- Tape - 6 rolls
- Service labels - 300 pieces

Tips

Buy shelf-stable stock at least 7 days before the food fair, then pick up fresh produce 1–2 days before opening. This prevents last-minute substitutions while keeping perishable items fresh.
Plan drinks separately from food: allow 2–3 drinks per visitor for the first hour, then about 1 drink per person per additional hour. Chill the first batch several hours before doors open.
Count plates, bowls, glasses, cups, and cutlery by expected visitors, not just exhibitors. A practical starting point is 1.5 servings of each item per visitor, plus 10% extra for breakage and seconds.
Check power needs at least 3 days in advance if stalls use coffee machines, kettles, induction hobs, or food warmers. Use extension cords and power strips only after confirming that the available supply can handle the combined load.
Collect allergen information before printing product name tags or signage. Keep one clearly organized allergen reference at the information point and pass the final details to every participating vendor before setup.

Frequently asked questions

How much food should I buy for a food fair?: Ask each vendor to estimate portions and samples, then add 10–15% for unexpected demand. For tasting portions, plan roughly 4–6 small samples per visitor across the fair, depending on the number of stalls.
How many drinks do I need for a food fair?: Allow 2–3 drinks per visitor during the first hour and about 1 drink per person for each additional hour. Add at least 10% extra, especially in warm weather or when visitors cannot easily buy drinks elsewhere.
How many plates and glasses are needed for a food fair?: Start with 1.5 plates, bowls, glasses, and sets of cutlery per expected visitor, then add 10% for breakage, seconds, and replacements. If washing facilities are limited, increase the quantity rather than relying on frequent washing.
When should I buy fresh food for a food fair?: Buy fresh produce 1–2 days before the event and keep chilled items refrigerated until setup. Purchase shelf-stable products up to 7 days ahead, but check expiry dates and storage requirements before ordering.

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