What to Buy for a Gem Fair

A gem fair needs more than tables and display stands. You’ll need secure ways to present small, valuable items, clear labels and signs, payment equipment, refreshments and reliable power for every booth. This shopping list brings those supplies together so you can check quantities before exhibitors arrive. Count visitor items such as wristbands, admission tickets and seating separately, and add extra chargers, extension cords and storage space rather than trying to source them on the day.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 60
Foldable tablesqty 4
Bar stoolsqty 8
Party tentsqty 4
Tableclothsqty 28
Table display casesqty 20
Display standsqty 40
Acrylic standsqty 50
Storage cratesqty 30
Bollardsqty 12

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 80
Serving plattersqty 12
Serving tongsqty 8

Equipment

Cash register terminalsqty 3
Card machinesqty 4
Cash boxesqty 3
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 12
Power stripsqty 10
Rechargeable phone chargersqty 6
Flashlightsqty 6
Handheld microphone
Speakersqty 2

Lighting

LED light stringsqty 12
LED spotlightsqty 20
Desk lampsqty 24
Batteriesqty 48

Decorations

Entrance sign
Route signsqty 12
Booth numbersqty 24
Information boardsqty 8
Flagsqty 8
Table decorationsqty 12
Chalkboardsqty 6
Pensqty 30
Name badgesqty 40
Wristbandsqty 500
Admission ticketsqty 500
Gemstone labelsqty 1000
Program bookletsqty 500
Pen holdersqty 8

Office

Clipboardsqty 8
Notepadsqty 12
Printer paperqty 500
Tapeqty 12
Scissorsqty 6
Staplersqty 4
Markersqty 24
Cable tiesqty 200
Duct tapeqty 8
Measuring tapesqty 4
Registration foldersqty 6
Envelopesqty 100

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 12
Cable matsqty 16
Flashlightsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Vacuum cleanerqty 2
Microfiber clothsqty 24
Toilet brushesqty 4

Catering

Thermos flasksqty 6
Buffet tablesqty 3
Cooler cratesqty 6
Napkin holdersqty 8
Coffee filtersqty 3
Groceries
- Coffee beans - 4 kilograms
- Black tea - 6 boxes
- Herbal tea - 3 boxes
- Cocoa powder - 2 packs
- Sugar - 4 kilogram
- Sweeteners - 4 boxes
- Semi-skimmed milk - 16 liters
- Oat milk - 8 liters
- Lemon - 3 kilograms
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 bottles
- Orange juice - 6 bottles
- Alcohol-free beer - 4 trays
- Beer - 4 trays
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-Free Sparkling Wine - 6 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Cucumbers - 3 kilograms
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted sticks - 8 bags
- Rice cakes - 8 packs
- Mixed nuts - 5 kilograms
- Raisins - 3 kilograms
- Olives - 4 jars
- Pickles - 4 jars
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 5 kilogram
- Brie - 3 kilograms
- Vegan cheese - 2 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Vegan toppings - 3 kilograms
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Gluten-free bread - 6 loaves
- Mini wraps - 12 packs
- Unsalted butter - 2 kilograms
- Peanut butter - 4 jars
- Jam - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Pesto - 6 jars
- Herb cream cheese - 6 tubs
- Herb butter - 6 tubs
- Iceberg lettuce - 12 heads
- Bell peppers - 4 kilograms
- Avocados - 3 kilograms
- Eggs - 60 pieces
- Mini quiches - 150 pieces
- Mini meatballs - 150 pieces
- Vegetarian snacks - 150 pieces
- Vegan snacks - 100 pieces
- Gluten-free snacks - 75 pieces
- Cookies - 10 packs
- Mini muffins - 150 pieces
- Apple pie - 6 pieces
- Whipped cream - 12 aerosol cans
- Chocolate - 5 kilograms
- Coffee creamer cups - 500 pieces
- Paper straws - 300 pieces
- Cocktail picks - 500 pieces
- Paper napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 12 bottles
- Hand sanitizer - 12 bottles
- Dish soap - 6 bottles
- All-purpose cleaner - 6 bottles
- Glass cleaner - 4 bottles
- Floor cleaner - 4 bottles
- Sponges - 24 pieces
- Trash bags - 200 pieces
- Freezer bags - 4 boxes
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls
- Disposable gloves - 6 boxes
- Food containers - 100 pieces
- Ice cubes - 40 kilogram

Tips

Plan one main display surface per exhibitor, then add display cases, acrylic stands or display stands according to the size and value of the pieces shown. Keep a few storage crates available for stock, packaging and personal belongings.
Buy or borrow at least one card machine or cash register terminal for each busy payment point, plus cash boxes if cash will be accepted. Arrange petty cash before opening so exhibitors are not searching for change during the first hour.
For a staffed refreshment area, count one cup, glass or plate per expected serving and add roughly 10% extra. Coffee machines, kettles, coolers, serving platters, tongs and teaspoons are easy to overlook until catering starts.
Check power requirements with exhibitors before shopping for extension cords and power strips. Label each cable, keep rechargeable phone chargers available for payment devices and test every connection before the fair opens.
Prepare signs, gemstone labels, wristbands and admission tickets in advance, then pack them with the handheld microphone and speakers. Keep flashlights accessible for booth setup, power interruptions and closing checks after the venue lights are reduced.

Frequently asked questions

What supplies do I need for a gem fair?: Plan for display furniture, tablecloths, cases or stands, storage crates, labels, information signs, payment equipment, refreshments and power accessories. Also count visitor supplies such as wristbands and admission tickets, then add about 10% spare stock for disposable items.
How many tables do I need for a gem fair?: Start with one table or display surface per confirmed exhibitor, then add separate tables for registration, refreshments and payment if those areas are needed. Confirm booth sizes before buying or hiring furniture, ideally at least 2 weeks before the fair.
How much cash should I prepare for a gem fair?: Set the petty-cash amount after confirming ticket prices and the number of cash points; there is no useful single amount for every fair. Prepare the cash boxes at least 1 day before opening and keep card machines ready as a separate payment option.
How many refreshments should I buy for a gem fair?: Estimate one serving per expected guest for a short fair, or two servings per guest for a longer event. Add around 10% extra cups, glasses, plates, pastry forks and teaspoons, and confirm dietary requirements before placing the catering order.

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