What to bring to an instrument fair
An instrument fair needs more than tables for displaying instruments. You also need secure payment equipment, stands for different instrument types, safe cable management, clear booth numbering and materials for registration. Plan separate supplies for vendors, visitors, demonstrations and volunteers so one missing item does not disrupt the day. Use the final participant list to confirm quantities, then check every item at least one week before the fair.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 24
- Chairsqty 80
- High tablesqty 8
- Table skirtsqty 24
- Bar stoolsqty 16
- Clothes racksqty 4
- Instrument standsqty 40
- Guitar standsqty 20
- Keyboard standsqty 6
Equipment
- Cash register
- Payment terminalqty 2
- Extension cordsqty 12
- Power stripsqty 12
- Cable traysqty 20
- Portable speakersqty 2
- Microphonesqty 3
- Mixer
- Microphone standsqty 3
- DI boxesqty 2
- Laptop
- Label printer
- Rechargeable walkie-talkiesqty 6
Lighting
- LED floodlightsqty 8
- Mood lightingqty 10
- Battery lampsqty 8
Decorations
- Stand number signsqty 24
- Directional signsqty 12
- Information bannersqty 4
- Name badgesqty 100
- Wristbandsqty 250
- Table décorqty 12
Tableware
- Coffee cupsqty 80
- Glassesqty 120
- Platesqty 100
- Cutlery setsqty 100
- Serving plattersqty 12
- Serving spoonsqty 8
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 6
- Ice cubesqty 12
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving spoonsqty 8
- Corkscrewsqty 2
Cleaning
- Waste binsqty 10
- Mop setsqty 2
- Broom setsqty 3
- Vacuum cleaner
- Cleaning bucketsqty 3
- Hand soap dispensersqty 4
Catering
- Groceries
- Coffee - 6 packs
- Tea bags - 250 pieces
- Sugar - 3 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon slices - 4 lemons
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Baguettes - 12 pieces
- Mini raisin buns - 80 pieces
- Wholemeal bread - 6 loaves
- White rolls - 80 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 4 bags
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Mixed salads - 8 bags
- Currant buns - 60 pieces
- Mini muffins - 100 pieces
- Cookies - 8 packs
- Brownies - 60
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 200 pcs
- Wooden stirrers - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 4 rolls
- Towel rolls - 6 rolls
- Hand gel - 6 bottles
- Coffee filters - 200 pieces
- Ice cubes - 20 kilo
Tips
- Allow one table and two chairs for each standard vendor booth unless a vendor has requested high tables, stools or clothing racks. Confirm unusual furniture needs at least 7 days before the fair.
- Prepare at least one instrument stand for every displayed instrument that cannot safely rest on a table. Guitar stands, keyboard stands and general instrument stands should be assigned by booth before setup begins.
- Map power before buying or packing cables. Use extension cords, power strips and cable trays only where needed, and test the payment terminal, speakers, microphones and mixer at least 2 hours before visitors arrive.
- Bring one clearly numbered stand sign for every booth, plus directional signs at the entrance and key turns. Print a few spare signs because vendor changes often happen after the first floor plan is sent.
- Keep registration and payment supplies together: cash register, payment terminal, laptop, label printer, name badges and wristbands. Pack them in one labelled box and charge or test electronic equipment the evening before.
Frequently asked questions
- What furniture do I need for an instrument fair?
- Start with one table and two chairs per standard booth, then add high tables, bar stools, clothes racks or extra tables based on vendor requests. Confirm the final count 7 days before the fair.
- How many instrument stands should I bring?
- Bring at least one suitable stand for each instrument that will be displayed upright or off the table. Finalise the booth inventory 3 to 5 days before setup so guitar, keyboard and other stands are not mixed up.
- What payment equipment is needed at an instrument fair?
- Prepare a cash register and payment terminal, with a tested laptop or other device if the terminal requires one. Test every payment method at least 2 hours before opening and keep a backup charging cable nearby.
- When should I prepare signs and name badges?
- Print stand number signs, directional signs and name badges after the final participant list is complete, normally 1 to 3 days before the fair. Pack spare badges and several blank labels for late changes.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!