What to Buy for a Garden Fair

A garden fair needs more than tables and displays. You will need a clear mix of stall furniture, serving equipment, drinks service, waste collection and weather protection for exhibitors and visitors. Plan power supplies before anything is placed outdoors, and check that every food and drink station has the right reusable tableware. This shopping list helps you prepare the site, reception area and refreshment points without last-minute runs to the shop.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Bistro tablesqty 8
Chairsqty 90
Bar stoolsqty 12
Reception desk
Waste binsqty 8
Parasol basesqty 4

Tableware

Reusable glassesqty 160
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Speakersqty 2
Microphone
Audio mixer
Cash boxesqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 2
Thermos flasksqty 6
Water jugsqty 8
Ice packsqty 16

Decorations

Buntingqty 10
Chalkboardsqty 8
Flower potsqty 12
Table runnersqty 18
Name card holdersqty 30
Directional signsqty 12

Lighting

String lightsqty 8
Outdoor lightsqty 6
Battery lanternsqty 10

Cleaning

Broomqty 3
Litter pickersqty 2
Bucketsqty 4
Mopsqty 3
Spongesqty 8
Cleaning glovesqty 8
Hand soap dispensersqty 4
Towel dispensersqty 4

Gardening equipment

Garden display tablesqty 6
Plant tablesqty 8
Plant stepsqty 4
Watering canqty 4
Garden hosesqty 2
Wheelbarrowsqty 2
Rakeqty 2
Scoopqty 2

Safety

First aid kit
Cable matsqty 12
Work glovesqty 8
Parasol basesqty 4

Groceries

Groceries
- Coffee - 4 packs
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 4 bottles
- Ice cubes - 12 bags
- Mini quiches - 150 pieces
- Savory muffins - 100 pieces
- Vegetarian wraps - 80 pieces
- Vegan wraps - 40 pieces
- Cheese cubes - 3 kilo
- Grapes - 5 kilos
- Apples - 5 kilo
- Strawberries - 3 kilos
- Cucumber - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell pepper strips - 2 kilo
- Hummus - 2 kilos
- Garlic sauce - 2 bottles
- Pesto dip - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Nut mix - 3 kilo
- Gluten-free crackers - 6 packs
- Vegan cookies - 8 packs
- Butter cookies - 8 packs
- Brownies - 100 pieces
- Mini apple pies - 80 pieces
- Baguettes - 12 pieces
- Wraps - 10 packs
- Young cheese - 3 kilos
- Cream cheese - 2 kilo
- Herb butter - 2 kilo
- Lettuce - 12 heads
- Arugula - 8 bags
- Olives - 3 jars
- Pickles - 3 jars
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Dishwasher tablets - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 3 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 packs
- Nitrile gloves - 4 boxes
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Plastic storage containers - 40 pieces

Tips

Allow one foldable table for each exhibition stand, plus at least one reception desk and a few bistro or bar tables for visitors. Add chairs according to how long exhibitors will be at their stalls.
For a fair lasting several hours, provide two to three drinks per person for the first hour, then about one drink per person per hour. Use coolers, water jugs, reusable glasses and thermos flasks so service does not depend on one table.
Buy or collect more serving pieces than the menu appears to require: serving platters, tongs, plates, cutlery and coffee cups are often the first items to run short when several stalls serve at once.
Treat outdoor power as a setup item, not an afterthought. Check the number and position of coffee machines, kettles and speakers before bringing extension cords and power strips, and keep every connection safely away from wet ground.
Have waste bins, parasol bases and party tents ready before the weather changes. Put up bunting and signage only after stall positions and the site map are fixed, so decorations do not need to be moved twice.

Frequently asked questions

What furniture do I need for a garden fair?: Start with one foldable table per exhibition stand, then add a reception desk, chairs and a few bistro tables or bar stools for visitors. Keep at least one spare table available for supplies or weather-related rearrangements.
How many reusable glasses and coffee cups should I buy for a garden fair?: Plan for at least two drinking glasses per guest when washing facilities are limited, plus one coffee cup per expected coffee service. For a 50-person fair, that means about 100 reusable glasses and 50 coffee cups.
How much food and drink should I buy for a garden fair?: For drinks, allow two to three per person in the first hour and one per person for each additional hour. For food, calculate one serving per guest and add roughly 10% extra for unexpected visitors or dietary substitutions.
What should I prepare for rain or strong sun at a garden fair?: Have party tents and secured parasol bases ready before the event opens, with at least one sheltered area for each group of active stalls. Check the forecast 24 hours before the fair and again on the morning itself so you can adjust the layout.

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