What to buy for a hobby fair

A hobby fair needs more than tables and displays. Visitors must find registration, exhibitors need clearly marked booths, and workshops require their own materials and power access. This shopping list covers the practical items that are easy to overlook, from name badges and directional signs to coffee equipment, cash handling and extension cords. Use it alongside the task plan, then check quantities against your exhibitor count, workshop schedule and expected visitor numbers before shopping.

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What to bring

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

Furniture

Tablesqty 30
Chairsqty 120
Stoolsqty 12
Registration desk
Coat racksqty 4
Waste binsqty 8
Coat racksqty 2

Decorations

Tableclothsqty 30
Booth numbersqty 30
Name badgesqty 50
Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Sticky tackqty 6
Adhesive tapeqty 8
Directional signsqty 12
Info boardsqty 8

Equipment

Cash register
Payment terminal
Extension cordsqty 10
Power stripsqty 8
Laptopsqty 2
Printer
Projector
Projection screen
Microphone
Portable speakerqty 2
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving traysqty 6
Measuring cupsqty 4

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Bread knivesqty 2
Storage binsqty 12
Pliersqty 6
Serving jugsqty 4
Teapotsqty 2

Workshop materials

Cutting matsqty 12
Apronsqty 20
Brush setsqty 20
Paint palettesqty 20
Scissorsqty 20
Glue gunsqty 8
Glue sticksqty 40
Pencilsqty 40
Markersqty 40
Craft binsqty 12
Floor matsqty 20

Lighting

Desk lampsqty 12
LED string lightsqty 6
Spare batteriesqty 24

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 4
Hand sanitizerqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 120 pieces
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee milk - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Grapes - 4 kilograms
- Cherry tomatoes - 3 kilograms
- Cucumbers - 6 pieces
- Carrots - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted crackers - 8 packs
- Butter cookies - 8 packs
- Sirup waffles - 6 packs
- Mini muffins - 6 boxes
- Currant buns - 40 pieces
- Multigrain bread - 4 loaves
- White bread - 3 loaves
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Vegetarian spread - 6 tubs
- Margarine - 2 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumber salad - 2 jars
- Pepper - 1 can
- Salt - 1 tin
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 60 pieces
- Mop cleaner - 2 bottles
- All-purpose cleaner - 3 bottles
- Dish soap - 3 bottles
- Dish brushes - 4 pieces
- Sponges - 12 pieces
- Dishwasher tablets - 40 pieces
- Toilet paper - 24 rolls
- Paper towels - 12 rolls
- Damp cleaning wipes - 6 packs
- Bandages - 2 boxes
- Paper bags - 150 pieces
- Aluminum trays - 40 pieces
- Plastic Food Storage Containers - 30 pieces
- Ice cubes - 12 bags

Tips

Plan one name badge for every organiser, exhibitor, workshop leader and volunteer, plus at least 10% extra for last-minute changes. Keep spare badges and pens at the registration desk.
Match booth numbers, directional signs and the printed floor plan before putting up decorations. Buy enough adhesive tape or sticky tack for every sign, with extra for walls that do not hold them well.
Count power needs by booth and workshop rather than buying one extension cord per room. Include extension cords and power strips for laptops, coffee machines, kettles, projectors and other equipment used at the same time.
For refreshments, calculate drinks for the full opening period and chill them before doors open. Set up coffee machines and kettles at least 30 minutes in advance so queues do not start at registration.
Prepare payment supplies before shopping day: bring the cash register, payment terminal and change, then test the terminal and print a short test page if a printer is used for registrations or signage.

Frequently asked questions

What do I need to buy for a hobby fair?: Plan supplies for four areas: visitor welcome, exhibitor booths, workshops and refreshments. Typical items include name badges, booth numbers, directional signs, table coverings, tape, coffee and tea equipment, drinks, waste bins and payment supplies.
How many name badges should I prepare for a hobby fair?: Prepare one badge for each confirmed exhibitor, organiser, volunteer and workshop leader, then add 10% to cover replacements and late registrations. Keep blank badges at the registration desk for changes on the day.
How much coffee and tea do I need for a hobby fair?: Estimate at least 1 hot drink per expected visitor if refreshments are available throughout the fair, then add extra for exhibitors and staff. Set up the coffee machines and kettles 30 minutes before opening and refill supplies during the busiest period.
When should I buy supplies for a hobby fair?: Buy durable items such as tape, signs, badges and booth numbers at least 1 week before the fair. Buy drinks and other fresh or chilled refreshments 1 to 2 days beforehand, after registrations and the exhibitor list are final.

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