Music Fair Shopping List

A music fair needs more than market stalls and instruments. You will need practical items for exhibitors, a properly supported stage, sound equipment, serving ware and visitor check-in. Plan quantities from your expected attendance: allow one chair per seated guest, one reusable cup per drink at a time, and at least one microphone stand per stage microphone. This list helps you check what must be bought, borrowed or arranged before the event day.

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What to bring

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

Furniture

Market stallsqty 24
Tablesqty 30
Chairsqty 120
Stackable chairs for the stageqty 8
Bar stoolsqty 6
High tablesqty 10
Tableclothsqty 30
Stage sectionsqty 6
Coat racksqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Teapotsqty 3

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Stage microphonesqty 4
Wireless microphonesqty 2
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 2
Instrument cablesqty 12
Extension cordsqty 6
Power stripsqty 12
Laptop with playlist
Headphone amplifiersqty 2
Power splittersqty 4
Gaffer tapeqty 8

Lighting

LED light barsqty 8
Stage spotlightsqty 4
Atmosphere lightsqty 12
Light standsqty 4

Decorations

Entrance bannersqty 2
Table signsqty 24
Program postersqty 10
Directional signsqty 12
Name badgesqty 40
Pensqty 30
Ropeqty 2
Cable matsqty 12

Kitchen

Coolersqty 6
Ice containersqty 3
Thermos flasksqty 6
Kettlesqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Storage binsqty 12
Aluminum foilqty 3
Cling filmqty 3
Glovesqty 4

Cleaning

Waste binsqty 12
Broom setsqty 3
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 6
Disinfectant sprayqty 4

Catering

Groceries
- Coffee beans - 3 kilo
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Still mineral water - 60 bottles
- Sparkling mineral water - 48 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ginger ale - 12 bottles
- Tonic - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Beer glasses - 150 pieces
- Ice cubes - 30 kilo
- Baguettes - 15 pieces
- Mini pistolets - 120 pieces
- Multigrain bread - 8 loaves
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Herb cream cheese - 2 kilos
- Back ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Arugula - 1 kilo
- Cucumbers - 3 kilos
- Tomatoes - 4 kilos
- Bell peppers - 2 kilos
- Red onion - 1 kilo
- Grapes - 5 kilos
- Apples - 6 kilos
- Bananas - 5 kilo
- Mandarins - 4 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 5 bags
- Mixed nuts - 3 kilo
- Olives - 2 kilos
- Pickles - 2 jars
- Mini meatballs - 5 kilos
- Vegetarian meatballs - 3 kilos
- Falafel - 3 kilos
- Mustard - 3 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 2 jars
- Mayonnaise-free sandwiches - 30 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Vegan spread - 2 kilos
- Gluten-free crackers - 4 packs
- Cookies - 6 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Chocolate bars - 60 pieces
- Napkins - 500 pieces
- Paper Plates - 100 pieces
- Wooden stirrers - 300 pieces
- Teaspoons - 200 pieces
- Coffee filters - 2 packs
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles

Tips

Count exhibitors before ordering furniture: plan one market stall and at least one table per exhibitor, then add 10% spare tables for registration, merchandise or shared displays.
For the stage, match every microphone to a stand and check cable lengths before delivery. Keep at least two spare instrument cables and two extension cords available on the day.
Base reusable cup numbers on peak use, not total attendance. For 100 visitors, prepare at least 150 cups if washing or collecting cups during the fair is not possible.
Order serving ware for the busiest service period: one plate and one cutlery set per expected meal, plus 10% extra. Do not forget serving platters and serving tongs for shared food.
Prepare visitor materials at least three days ahead. Sort wristbands and tickets, print the visitor information, and make name badges in exhibitor order so check-in does not become a queue.

Frequently asked questions

What do I need for a music fair?: You need furniture for exhibitors and visitors, stage sections, microphones, speakers, cables and power equipment, plus cups, plates, cutlery and coffee service items. Also prepare wristbands or tickets, visitor information and name badges.
How many chairs do I need for a music fair?: Start with one chair per planned seated guest and add 10% spare chairs. For 100 seated visitors, that means 110 chairs; stage seating should be counted separately.
How many cups should I buy for a music fair?: For a 100-person fair, prepare at least 150 reusable cups if cups will not be washed during the event. Add coffee cups separately based on the number of coffee and tea servings expected.
When should I order sound equipment for a music fair?: Confirm speakers, subwoofers, microphones, DI boxes, monitors and cables at least four weeks before the fair. Test the complete setup no later than the day before, including the mixer, laptop and power strips.

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