Horse Fair Shopping List

A horse fair needs more than tables and display space. You also need a working registration desk, clear pitch numbers, reliable power for laptops and payment terminals, and enough equipment for exhibitors and visitors. This shopping list covers the practical items to buy or bring, from display walls and transport carts to coffee cups, waste bins and lighting. Check quantities against the number of exhibitors, pitches and expected visitors before you shop.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 24
Chairsqty 70
Information desk
Stoolsqty 8
Clothes racksqty 4
Waste binsqty 8
Coat racksqty 2
Transport cartsqty 2
Display wallsqty 16
Tableclothsqty 24
Display racksqty 10

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Laptopsqty 2
Printers
Payment terminalsqty 2
Walkie-talkiesqty 6
Flashlightsqty 4

Lighting

LED string lightsqty 6
LED work lightsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 80
Cutlery setsqty 80
Pitcherqty 6
Thermos flasksqty 6

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving traysqty 6
Storage binsqty 12
Coolersqty 4

Decorations

Horse postersqty 12
Buntingqty 8
Decorative hay balesqty 6
Flower arrangementsqty 6
Table signsqty 24
Name badgesqty 120
Wristbandsqty 300
Directional signsqty 12
Booth numbersqty 24
Clipboardsqty 6
Markersqty 12
Ballpoint pensqty 50
Rolls of tapeqty 12
Scissorsqty 6
Rope rollsqty 4
Printer paperqty 3

Cleaning

Vacuum cleanersqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 12
Microfiber clothsqty 24
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Bollardsqty 12
Barrier tapeqty 4
Non-slip matsqty 8

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea - 4 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Still water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 3 crates
- Alcohol-free beer - 1 crate
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Snack mix - 4 bags
- Mini raisin buns - 80 pieces
- Mini cheese rolls - 80 pieces
- Mini vegetarian snacks - 60 pieces
- Mini sausage rolls - 60 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Herb butter - 4 tubs
- Baguettes - 10 pieces
- Crackers - 6 packs
- Honey - 2 jars
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 250 pieces
- Wooden stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Floor cleaner - 2 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Trash bags - 100 pieces
- Paper trash bags - 50 pieces
- Disinfectant wipes - 6 packs

Tips

Plan one registration setup with an information desk, laptop, printer and payment terminal, then bring spare paper and at least one extension cord. A missing cable or printer supply can delay every visitor at the entrance.
Allow enough furniture for each exhibitor pitch, including tables, chairs, display racks or clothes racks where needed. Confirm pitch requirements before shopping so you do not discover too late that a stand needs extra wall or display space.
Bring cable trays, power strips and extension cords for every area using electricity, not just the main registration desk. Tape or cover cables before visitors arrive and keep walkways completely clear.
Set up coffee machines or kettles with refrigerators, thermos flasks, pitchers, glasses, cups, plates and cutlery in one service area. Buy extra disposable serving items rather than planning an exact count, especially if the fair runs for several hours.
Pack LED work lights, flashlights and LED string lights even if the venue has installed lighting. They help with early setup, dark corners and finding equipment when exhibitors are unloading or packing away.

Frequently asked questions

What should I bring to a horse fair?: Bring registration equipment, exhibitor and visitor furniture, display walls, tables, chairs, signage materials, power supplies and refreshments. Include practical backup items such as flashlights, transport carts and extra serving equipment.
How many chairs and tables do I need for a horse fair?: Start with the confirmed number of exhibitor pitches and assign the furniture required for each pitch. Add separate seating for the registration and information areas, then keep a small reserve if the venue has storage space.
How much coffee equipment do I need for a horse fair?: Provide at least one coffee machine or kettle for each separate refreshment station, plus thermos flasks for keeping drinks available during busy periods. Match cups, glasses, plates and cutlery to expected attendance and add a 10–15% buffer.
When should I check the horse fair shopping list?: Check it once when exhibitor requirements and registrations are confirmed, then again before shopping and before materials are transported to the venue. Do the final equipment check at least one day before setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.