What to Buy for a Kitchen Fair

A kitchen fair needs more than ingredients for cooking demonstrations. You will also need drinks, serving supplies, chilled storage, labels and practical items for exhibitors and visitors. Buy non-perishables first, then fresh groceries close to the event, and allow time to chill drinks and sort everything by station. Use the exhibitor numbers, demo schedule and visitor registrations to calculate quantities instead of shopping by guesswork.

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What to bring

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

Furniture

Standing tablesqty 24
Visitor chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 6
Registration desk
Coat racksqty 2
Waste binsqty 10
Tableclothsqty 30

Equipment

Induction hobsqty 4
Combination microwave ovensqty 2
Refrigeratorsqty 2
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 10
Power stripsqty 10
Kitchen timersqty 4

Kitchen

Cutting boardsqty 8
Chef’s knives and paring knivesqty 12
Mixing bowlsqty 8
Measuring cupsqty 6
Measuring spoonsqty 6
Frying pansqty 4
Pansqty 6
Spatulasqty 8
Ladlesqty 8
Pliersqty 8
Whiskqty 4
Colandersqty 4
Baking dishesqty 4
Aluminum foilqty 4
Cling filmqty 4

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Drinking glassesqty 160
Wine glassesqty 80
Cutlery setsqty 140
Serving plattersqty 24
Serving tongsqty 16
Coffee spoonsqty 100

Decorations

Trade fair bannersqty 6
Decorative culinary herbsqty 12
Table décorqty 24
Name badgesqty 120
Badge holdersqty 120
Signage boardsqty 12
Chalkboardsqty 12
Table sign holdersqty 30

Lighting

LED light garlandsqty 8
LED spotlightsqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24
Hand soap dispensersqty 8

Catering

Groceries
- Coffee - 8 packs
- Tea assortment - 250 bags
- Sugar - 3 kilograms
- Milk - 20 liters
- Oat milk - 8 liters
- Lemons - 3 kilogram
- Spa Blue - 12 crates
- Spa Red - 6 crates
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 4 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Beer - 8 crates
- Bitterballen - 600 pieces
- Mini spring rolls - 400 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted sticks - 6 bags
- Mixed nuts - 4 kilograms
- Olives - 3 kilograms
- Grapes - 5 kilograms
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Cucumbers - 4 kilogram
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Bell peppers - 4 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Baguettes - 30 pieces
- Crackers - 12 packs
- Butter - 2 kilograms
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Olive oil - 4 liters
- Sunflower oil - 3 liters
- Balsamic vinegar - 2 bottles
- Salt - 2 kilograms
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 1 kilogram
- Onions - 3 kilograms
- Potatoes - 10 kilograms
- Rice - 5 kilograms
- Pasta - 5 kilogram
- Tomato sauce - 8 jars
- Coconut milk - 12 cans
- Chickpeas - 12 cans
- Vegetable stock - 2 packs
- Chicken breast - 8 kilogram
- Ground beef - 5 kilogram
- Tofu - 3 kilogram
- Eggs - 10 cartons
- Cooking cream - 6 liters
- Puff pastry - 10 packs
- Flour - 5 kilogram
- Granulated sugar - 3 kilograms
- Baking powder - 4 sachets
- Vanilla sugar - 4 sachets
- Dark chocolate - 2 kilograms
- Whipped cream - 3 liters
- Vanilla ice cream - 5 liters
- Paper napkins - 1000 pieces
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Baking paper - 6 rolls
- Food storage containers - 100 pieces
- Freezer bags - 4 boxes
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 6 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 6 bottles
- Glass cleaner - 3 bottles
- Disinfectant spray - 4 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 8 refills

Tips

Plan two to three drinks per visitor for the first hour, then one additional drink per person for each following hour. Include still and sparkling water, plus hot drinks for the full opening period.
Buy fresh ingredients one day before the fair when possible, especially produce, dairy, herbs and other refrigerated items. Keep backup ingredients for at least one complete cooking demonstration.
Count one tasting portion per registered visitor for each demo, then add 10% extra. Small plates, napkins, serving utensils and clearly marked allergen information are easy to overlook.
Reserve refrigerators, coolers and enough counter space before buying chilled food. Keep raw ingredients, finished samples and drinks separated throughout the day.
Test every induction hob, microwave oven, kettle and coffee machine with the available power supply at least one week beforehand. Bring extension cords and power strips only after checking cable lengths and outlet capacity.

Frequently asked questions

How much food do I need for a kitchen fair?: Calculate one tasting portion per registered visitor for every scheduled cooking demo, then add 10% extra. For example, 120 visitors at two demos means at least 264 tasting portions.
When should I buy groceries for a kitchen fair?: Buy non-perishable ingredients, drinks and serving supplies 3 to 7 days beforehand. Buy fresh and refrigerated groceries 1 day before the fair, unless an ingredient has a shorter shelf life.
How many drinks should I buy for a kitchen fair?: Allow two to three drinks per visitor during the first hour and one more per person for every additional hour. Add at least 10% extra if the fair runs in warm conditions or has limited nearby refreshments.
What kitchen equipment is needed for cooking demonstrations?: Allow one working induction hob or cooking unit for each active demonstration station, plus a microwave oven if recipes require one. Each station should also have cutting boards, knives, bowls, measuring tools, pans, utensils and a timer.

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