What you need for a hobby fair

A hobby fair needs more than tables for exhibitors. You also need a clear information point, reliable payment equipment, power for devices, refreshments and a way to keep shared supplies organised. Use the participant list and floor plan to estimate quantities before shopping: one stall setup per exhibitor, plus separate equipment for registration, sales and refreshments. Check electricity access early, because card machines, printers, coffee makers and display lighting can quickly require more extension cords and power strips than expected.

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What to bring

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

Furniture

Foldable tablesqty 30
Chairsqty 80
Bar stoolsqty 6
Information desk
Cash desk table
Coat racksqty 2
Waste binsqty 8
Clothes racksqty 6
Storage binsqty 12
Display standsqty 10
Backdropsqty 12
Tableclothsqty 30

Equipment

Card machine
Cash box
Laptop
Printer
Extension cordsqty 8
Power stripsqty 10
USB chargersqty 4
Portable speakersqty 2
Microphone
Microphone stand
Electronic scale
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Flashlightsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 100
Mugsqty 40
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 80
Serving spoonsqty 8
Serving plattersqty 12
Serving trays with lidsqty 6
Water jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Serving traysqty 6
Ice packsqty 16
Kitchen tweezersqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon weightsqty 8
Table décorqty 30
Name badgesqty 80
Chalkboardsqty 12
Chalk markersqty 12
Adhesive hooksqty 40
Barrier tapeqty 2
Table numbersqty 30
Information boardsqty 12
Directional signsqty 16
Program boardsqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Microfiber clothsqty 20
Rubber glovesqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4
Towel dispensersqty 4

Lighting

LED string lightsqty 6
LED lightsqty 12
Desk lampsqty 8
Extension cordsqty 8

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Assorted Tea - 4 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 6 tubs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Ginger ale - 4 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Lemons - 12 pieces
- Ice cubes - 8 bags
- Stir sticks - 250 pieces
- Paper napkins - 500 pieces
- Coffee filters - 2 packs
- Tea filters - 2 boxes
- Apple pie - 6 pieces
- Lemon cake - 4 pieces
- Mini muffins - 120 pieces
- Mini brownies - 100 pieces
- Butter cake - 4 pieces
- Assorted cookies - 8 packs
- Gluten-free cookies - 3 packs
- Vegan cookies - 3 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 packs
- Nut mix - 4 bags
- Raisins - 3 bags
- Grapes - 6 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 12 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Brie - 1.5 kilos
- Back ham - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Vegan toppings - 1 kilo
- Baguettes - 15 pieces
- Whole grain bread - 8 loaves
- Gluten-free bread - 4 loaves
- Rye bread - 4 loaves
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Pesto - 4 jars
- Pickles - 3 jars
- Olives - 3 jars
- Pepper - 1 can
- Salt - 1 tin
- Paper cups - 500 pieces
- Paper plates - 300 pieces
- Wooden forks - 300 pieces
- Wooden knives - 300 pieces
- Wooden spoons - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Table film - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Scouring sponges - 12 pieces
- Paper towels - 12 rolls
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Latex-free gloves - 4 boxes
- Labels - 4 packs
- Storage containers - 30 pieces
- Ziplock bags - 2 boxes
- Matches - 2 boxes
- Tray paper - 2 packs
- Chewing gum - 4 packs

Tips

Plan one table, chair and table covering for each confirmed stall, then add at least one spare table for registration, cash handling or late changes. Confirm the final participant count before buying or hiring anything.
Prepare the payment point at least one day before the fair. Test the card machine, charge it fully, count the cash float and keep the cash box, receipt supplies and printer together rather than distributing them across several tables.
Count power needs by area: registration, stalls, refreshments and sound. Pack extension cords, power strips and USB chargers with labels, and test the setup before doors open so a coffee machine does not overload a shared socket.
For refreshments, calculate drinks by attendance rather than by stall count. Allow roughly two hot drinks per expected visitor during a four-hour fair, with extra cups, glasses, coolers or thermos flasks ready for exhibitors and volunteers.
Buy or prepare signs before setup day, including the entrance, information desk, toilets, payment point and stall areas. Keep spare printed programs, badges and entry forms at the information desk so replacements do not require a trip to a printer during opening hours.

Frequently asked questions

How many tables do I need for a hobby fair?: Start with one foldable table per confirmed exhibitor or stall. Add at least two extra tables for the information desk, cash desk or unexpected changes, then match the final number to your floor plan before ordering.
What payment equipment is needed for a hobby fair?: Prepare one card machine and one cash box for the main payment point, plus a cash float in suitable change. Test both at least 24 hours before opening and keep a charged backup phone or USB charger nearby.
How much coffee should I buy for a hobby fair?: For a four-hour fair, allow about two hot drinks per expected visitor, then add drinks for exhibitors and volunteers. Buy cups and stirrers for the same total plus roughly 10% extra, and prepare the coffee equipment before the first setup team arrives.
When should I buy supplies for a hobby fair?: Buy nonperishable supplies, table coverings, signs and printed materials at least one week before the fair. Purchase or collect perishable refreshments one or two days beforehand, after registrations and expected attendance are clear.

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