What you need for a hobby fair

A hobby fair needs more than display tables. You will also need supplies for exhibitor check-in, visitor registration, demonstrations, signs, refreshments and safe cable management. Plan quantities from the number of exhibitors, visitors and opening hours: each pitch needs a table and seating, while shared equipment belongs near the reception or program area. Buy disposable and printed supplies at least one week ahead, then check power, catering and change two days before opening.

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What to bring

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

Furniture

Folding tablesqty 24
Chairsqty 180
Bar stoolsqty 8
Reception desk
Clothes racksqty 4
Bollardsqty 8
Waste binsqty 8

Equipment

Laptopsqty 2
Tabletsqty 2
Printer
Extension cordsqty 8
Power stripsqty 10
Projector
Projection screen
Portable speakersqty 2
Microphone
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2

Tableware

Coffee cupsqty 180
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving tongsqty 8

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving traysqty 6

Decorations

Tableclothsqty 24
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Photo backdrop
Table signsqty 30
Program postersqty 12
Directional signsqty 16
Welcome Banner
Workshop signsqty 6
Photo framesqty 12
Table number holdersqty 30

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Granulated sugar - 3 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 4 packs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 4 crates
- Alcohol-free beer - 1 crate
- Alcohol-free wine - 6 bottles
- Aperitif drink - 6 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Popcorn - 4 bags
- Cookies - 10 packs
- Speculaas - 4 packs
- Mini waffles - 4 packs
- Brownies - 6 boxes
- Mini muffins - 6 boxes
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Boiled ham - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Gluten-free bread - 3 loaves
- Mini croissants - 6 boxes
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Grapes - 5 kilos
- Apples - 6 kilos
- Bananas - 5 kilo
- Lemons - 2 kilos
- Salads - 6 bowls
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 2 kilos
- Pickles - 2 jars
- Nut mix - 2 kilo
- Raisins - 1 kilo
- Ice cubes - 10 bags
- Napkins - 800 pieces
- Paper coffee filters - 2 packs
- Stirrers - 500 pieces
- Sugar sachets - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper towels - 12 packs
- Bandages - 2 boxes

Registration

Name badgesqty 220
Lanyardsqty 220
Visitor badgesqty 200
Exhibitor badgesqty 40
Desk pensqty 12
Cash box
Payment terminal
Clipboardsqty 6

Craft supplies

Scissor setsqty 12
Cutting matsqty 8
Glue gunsqty 6
Brush setsqty 12
Work traysqty 24
Storage boxesqty 20
Clothespinsqty 100
Wire dispensersqty 6
Mannequinsqty 4
Display standsqty 12
Sales containersqty 30
Price holdersqty 60

Safety

First aid kit
Flashlightsqty 4
Cable matsqty 12
Non-slip matsqty 8
Fire blanketsqty 2

Cleaning

Vacuum cleaner
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning cart

Transport

Transport cartsqty 4
Ratchet strapsqty 12
Foldable hand trucksqty 2

Office

Notepadsqty 12
Pen holdersqty 6
Markersqty 12
Whiteboard
Whiteboard markersqty 12
Document foldersqty 10
Bindersqty 6
Label maker

Tips

Plan one folding table and at least two chairs per exhibitor pitch, then add a small number of spare chairs for demonstrations, waiting visitors and volunteers.
Allow one registration device per busy entrance point, plus a laptop or printer for last-minute registrations, name labels and the final exhibitor list. Test all devices and extension cords the day before.
For a full opening day, provide roughly two to three drinks per visitor or exhibitor during the first hour, then one drink per person for each additional hour. Keep coffee machines, kettles, cups, glasses and water jugs together at the catering point.
Bring one power strip and suitable extension cord for each demonstration or exhibitor area that needs electricity. Tape or cover cables before doors open so visitors cannot trip over them.
Prepare printed signs, pitch numbers, visitor information, parking details and volunteer instructions in separate labelled bundles. Print the final exhibitor list after confirmations close, ideally 24 hours before setup.

Frequently asked questions

What do I need for a hobby fair?: At minimum, arrange one display table and two chairs per exhibitor, a reception desk, signs, registration equipment, waste bins and refreshments. Add power strips, extension cords and demonstration equipment only where exhibitors or the program require electricity.
How many tables do I need for a hobby fair?: Start with one folding table per confirmed exhibitor pitch, then add tables for reception, catering and demonstrations. For example, 20 exhibitors usually means at least 23 tables before allowing any spare or workshop tables.
How much coffee and water should I buy for a hobby fair?: For the first hour, budget two to three drinks per person; for every following hour, allow one drink per person. Buy or prepare extra water for volunteers and exhibitors, and check dietary requirements at least one week before the event.
When should I buy supplies for a hobby fair?: Buy non-perishable supplies, signage materials and serving items at least one week ahead. Check the final exhibitor list, catering quantities, cash and change, equipment and missing supplies two days before setup.

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