What to Buy for a Mineral Fair

A mineral fair needs more than minerals and tables. Visitors need clear information, exhibitors need secure display space and payment equipment, and delicate specimens need suitable lighting and transport crates. Plan refreshments separately from display supplies so coffee service does not compete with registration or sales. This checklist helps you buy or bring the practical items that are easy to overlook before opening time.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 40
Information desk
Stoolsqty 4
Tableclothsqty 18

Setup

Mineral standsqty 30
Presentation stepsqty 24
Display binsqty 36
Glass display casesqty 8
Barrier tapeqty 2
Transport cratesqty 24

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Pliersqty 4

Equipment

Payment terminalsqty 2
Cash registersqty 2
Cash boxesqty 2
Magnifying glassesqty 12
UV lampsqty 4
Power stripsqty 8
Extension cordsqty 8
Laptopsqty 2

Lighting

LED table lampsqty 12
Battery lanternsqty 6

Promotion

Route signsqty 8
Exhibitor numbersqty 30
Information leafletsqty 150
Name badgesqty 40
Pensqty 20
Price sign holdersqty 60

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 4
Waste binsqty 8

Catering

Coolersqty 4
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Spa Blauw - 6 bottles
- Spa Rood - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 10 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Mini pretzels - 3 bags
- Cookies - 5 packs
- Muesli bars - 40 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 tubs
- Mini rolls - 60 pcs
- Young cheese - 1 kilo
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 4 trays
- Chicken breast spread - 500 grams
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper napkins - 300 pieces
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Parchment paper - 1 roll
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand sanitizer - 4 bottles
- Sponges - 10 pieces
- Rubber gloves - 6 pairs

Tips

Prepare one information point with printed visitor information, route signs and exhibitor details at least one day before the fair. Keep a separate stack of spare copies rather than printing only the expected visitor count.
Allow one payment setup per busy sales area, including a payment terminal or cash register, a cash box and enough change. Withdraw cash no later than the day before, and test every terminal before exhibitors arrive.
Plan roughly 2–3 cups of coffee or other drinks per visitor who is expected to stay for several hours. Fill thermos flasks shortly before opening and keep extra cups, glasses and serving trays beside the coffee machines and kettles.
Bring one magnifying glass and one UV lamp for each mineral-checking or demonstration point, plus power strips and extension cords where mains-powered equipment is used. Check cable paths before visitors enter and cover or tape any crossing points.
Use transport crates for mineral specimens and set aside protective display equipment before setup begins. Glass display cases, display bins and mineral stands should be checked for damage before exhibitors place valuable pieces inside them.

Frequently asked questions

What do I need to buy for a mineral fair?: Plan for display equipment, payment supplies, refreshments, signage and lighting as well as the minerals themselves. The core setup includes stands, display bins or glass cases, magnifying glasses, UV lamps, power strips, extension cords and transport crates.
How much coffee should I provide at a mineral fair?: Use about 2–3 drinks per visitor for a visit lasting several hours, then adjust for the expected attendance. Keep at least one extra thermos flask and 10–15% more cups than your calculated total for late arrivals and spills.
When should I prepare mineral fair price lists and name badges?: Print price lists and visitor information at least one day before the fair, with 5–10% spare copies. Make name badges before exhibitor setup so registration does not delay table allocation or opening.
How much change do I need for a mineral fair?: Prepare enough small notes and coins for the first 2–3 hours of sales, based on the expected number of cash-paying visitors. Count and record the starting cash before exhibitors arrive, and keep the cash box separate from personal money.

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