What to Buy for a Horticulture Fair

A horticulture fair needs more than plants and display space. You will need reliable serving supplies, coffee equipment, chilled storage, power distribution, and practical gear for moving materials between delivery and setup. Plan purchases around the number of exhibitors, visitors, and serving hours rather than buying by guesswork. This checklist helps you cover the items people often remember only when the venue is already opening.

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What to bring

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

Furniture

Beer tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Standing tablesqty 24
Display wallsqty 24
Clothes racksqty 6
Bollardsqty 12
Party tentsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 3
Coolersqty 4
Extension cordsqty 12
Power stripsqty 12
Hand trucksqty 4
Projector
Projection screen
Microphone

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Small bowlsqty 20
Measuring cupsqty 4
Thermos flasksqty 8
Water jugsqty 8
Cooling matsqty 8

Decorations

Plant displaysqty 12
Flower potsqty 40
Wooden cratesqty 30
Tableclothsqty 24
Buntingqty 8
Chalkboardsqty 12
Information boardsqty 10
Badge holdersqty 120

Lighting

LED string lightsqty 10
LED work lightsqty 8
Battery lampsqty 12

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Cleaning glovesqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 6 liters
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 2 kilos
- Fresh mint - 6 bunches
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 120 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Vegetarian spread - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Salted Nuts - 6 bags
- Olives - 4 jars
- Grapes - 6 kilos
- Apples - 8 kilos
- Pears - 6 kilos
- Bananas - 5 kilo
- Carrots - 5 kilos
- Cherry tomatoes - 4 kilos
- Cucumber - 3 kilos
- Yogurt dressing - 4 bottles
- Balsamic dressing - 3 bottles
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 pack
- Paper napkins - 500 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Straws - 200 pieces
- Cling film - 3 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Toilet paper - 36 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Trash bags for residual waste - 100 pieces
- Green waste bags - 50 pieces
- Diet cookies - 6 packs
- Gluten-free buns - 24 pieces
- Vegan spread - 2 kilo
- Allergen labels - 2 rolls

Tips

Allow two to three drinks per visitor for the first hour, then one drink per person per additional hour. Add extra coffee cups, reusable cups, and glasses because used items rarely return to the serving point quickly.
Provide at least one standing table for every 20 to 25 visitors, plus enough folding chairs for exhibitors who cannot stand throughout the fair. Beer tables work well for plant displays and informal conversations.
Count power points before buying or collecting equipment. Keep extension cords and power strips separate for coffee machines, kettles, projection equipment, and refrigeration so one overloaded connection does not shut down the coffee corner.
Prepare one clearly labelled set of display and booth materials for each exhibitor, including booth labels and any display walls or clothes racks they were promised. Pack labels in alphabetical or stand-number order to avoid a last-minute search.
Use hand trucks to move plants, display walls, refrigerators, and party tents from the delivery point. Keep serving trays, tongs, small bowls, cutting boards, and a chef's knife together so food preparation does not compete with exhibitor setup.

Frequently asked questions

What supplies do I need for a horticulture fair?: Plan for display furniture, chairs, signage, reusable cups, coffee cups, glasses, plates, cutlery, serving trays, and chilled storage. Add coffee machines, kettles, extension cords, power strips, hand trucks, and any projector or microphone required by the programme.
How many cups do I need for a horticulture fair?: Allow at least 1.5 to 2 reusable cups or glasses per visitor when washing facilities are limited. For coffee, plan two cups per expected coffee drinker, plus 10% extra for replacements and visitors who take a second cup.
How much seating is needed at a horticulture fair?: Provide seating for around 15% to 25% of visitors at one time, with additional chairs reserved for exhibitors and staff. For 100 visitors, that means roughly 15 to 25 visitor seats, plus one or two chairs per staffed stand.
When should I buy supplies for a horticulture fair?: Buy or reserve furniture, party tents, display walls, refrigerators, and coffee equipment at least 4 to 6 weeks before the fair. Purchase disposable or consumable items 7 to 10 days beforehand, then check quantities again after registrations close.

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