What to buy for a hobby fair

A hobby fair needs more than display tables and chairs. You also need a clear registration point, exhibitor and visitor badges, route signs, payment equipment and enough serving items for drinks and refreshments. Buy or reserve the furniture before exhibitors receive their stand locations, and check power needs at least one week ahead. Use the final exhibitor and visitor numbers to calculate badges, cups, workshop materials and catering instead of guessing.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Prepare one exhibitor badge and one name badge for every confirmed participant, plus at least 10% extra for late changes or damaged labels.
Allow one exhibition table for each planned stand and one separate workshop table for every workshop area. Add two chairs per workshop table if attendees will sit while working.
For a four-hour fair, plan roughly two drinks per person during the first hour and one drink per person for each following hour. Count reusable cups, coffee cups, saucers and teaspoons against the same attendance figure.
Put the registration table, tablet, chargers and payment terminal together at the entrance. Bring at least two extension cords and one power strip for the registration and payment equipment.
Print the programme, exhibitor information, floor plan and directional signs before the event day. Prepare about 10% more copies than the confirmed visitor list so late arrivals and replacements are covered.

Frequently asked questions

How many tables do I need for a hobby fair?: Start with one exhibition table for each confirmed exhibitor or stand, then add one workshop table for each active workshop area. Reserve at least one separate folding table for the information desk and keep 10% spare capacity if the layout allows it.
How many name badges should I buy for a hobby fair?: Prepare one badge for every confirmed exhibitor, volunteer and organiser, plus 10% extra. For example, 40 confirmed people require at least 44 badges, before allowing for replacements.
How much tableware do I need for a hobby fair?: For a four-hour event, count roughly two drinks per person in the first hour and one per person in each later hour. Buy or hire at least that many reusable cups, and add 10% extra coffee cups, saucers, teaspoons and dessert plates for breakage and unexpected visitors.
When should I arrange equipment for a hobby fair?: Reserve tables, chairs, clothing racks and other hired furniture at least two to four weeks before the fair. Check chargers, extension cords, power strips, the tablet and payment terminal one week before, then test them again the day before.