What to buy for a garden fair

A garden fair needs more than plants and display tables. You will need equipment for exhibitors, visitors, payments, coffee service, wayfinding, and a quick response to changing weather. The plan includes party tents, tables, display racks, plant trays, pots, labels, gardening tools, power equipment, and refreshments setup. Use the quantities in your event plan to match the number of exhibitors, visitors, and serving points, then check every item at least one week before opening.

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What to bring

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

Furniture

Party tentsqty 6
Foldable tablesqty 18
Folding chairsqty 80
Beer tablesqty 8
Benchesqty 8
Tableclothsqty 18
Display racksqty 10
Stoolsqty 12
Clothing rack
Bollardsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Payment terminalsqty 2
Cash boxesqty 2
Power stripsqty 8
Extension cordsqty 8
Cable traysqty 6
Hand megaphone
Hand trucksqty 2

Gardening equipment

Watering canqty 6
Plant traysqty 30
Growing potsqty 50
Plantersqty 20
Work tablesqty 4
Garden glovesqty 12
Hand shovelsqty 8
Pruning shearsqty 6
Bucketsqty 8
Plant labelsqty 200
Ropeqty 4
Herringqty 48
Rubber hammersqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 6
Thermos flasksqty 6

Decorations

Garden fair bannerqty 2
Buntingqty 8
Market stall signsqty 18
Name card holdersqty 30
Price holdersqty 60
Chalkboardsqty 6
Chalk markersqty 12
Flower pots for decorationqty 20
Directional signsqty 12

Lighting

LED light stringsqty 8
LED work lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 2
Cleaning bucketsqty 3
Microfiber clothsqty 20

Catering

Drink dispensersqty 3
Serving traysqty 8
Ice packsqty 24
Groceries
- Coffee - 5 packs
- Tea assortment - 8 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 6 cans
- Coffee cream - 4 tubs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 8 crates
- Sparkling water - 4 crates
- Ice cubes - 12 bags
- Lemons - 3 kilogram
- Fresh mint - 6 bunches
- Butter - 4 packs
- Baguettes - 20 pieces
- Mini sandwiches - 180 pieces
- Cheese slices - 4 kilogram
- Ham Slices - 4 kilograms
- Hummus - 12 tubs
- Cucumbers - 15 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snack mix - 6 bags
- Nut mix - 4 bags
- Cookies - 8 packs
- Syrup waffles - 8 packs
- Mini muffins - 120 pieces
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Strawberries - 4 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Napkins - 1200 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 20 pieces
- Rubber gloves - 12 pairs
- Toilet paper - 48 rolls
- Air freshener - 4 spray cans
- Tissues - 12 boxes
- Carry bags - 300 pieces
- Paper cups for water - 300 pieces
- Diet-friendly cookies - 6 packs
- Gluten-free buns - 24 pieces
- Vegan sandwich fillings - 12 tubs
- Allergen labels - 2 rolls

Tips

Plan one clearly marked display area per exhibitor, with enough table or rack space for plants, prices, and payment equipment. Keep at least one route open for visitors and one clear access point for hand trucks.
Buy or collect weather protection before the week of the fair: party tents, table covers, cable trays, and rain covers are difficult to source at short notice. Check the forecast again 24 hours before opening.
For the plant area, group growing pots, plant trays, planters, labels, hand shovels, pruning shears, gloves, watering cans, and buckets together. Add spare labels and markers because plant names and prices are often changed during setup.
Count power-dependent equipment before shopping. Each coffee machine, kettle, payment terminal, and cooler needs a tested outlet or suitable extension cord; bring power strips and keep cables covered across walkways.
Set aside separate cash boxes and payment terminals for exhibitors who need them, and prepare printed price lists and name badges before setup day. Pack signs and the hand megaphone with the event materials so they are not left behind at the venue.

Frequently asked questions

What do I need for a garden fair?: You need display and visitor furniture, party tents, plant trays, pots, planters, labels, basic gardening tools, coffee equipment, payment equipment, power leads, and signs. The exact number depends on your exhibitor count and expected visitors, so make the final count at least 7 days before the fair.
How many tables do I need for a garden fair?: Allow at least one main display table or work table per exhibitor, then add separate tables for registration, coffee, and payment where needed. Confirm the booth layout 1 week before opening so you can borrow or hire extra tables in time.
What should I buy for a rainy garden fair?: Prepare party tents or rain covers, tablecloths, cable trays, covered storage, and dry containers for price lists and payment equipment. Check the forecast 24 hours before the event and secure the covers before exhibitors arrive.
How much coffee equipment do I need for a garden fair?: Provide at least one tested coffee machine or kettle for each serving point, plus coolers for drinks and enough power strips and extension cords for the planned equipment. Test everything the day before, not when visitors are already arriving.

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