What to Buy for a Music Fair

A music fair needs more than instruments and display tables. You will need a clear registration point, marked exhibitor stalls, reliable power, sound equipment for demonstrations, and signs that guide visitors through the venue. Buy or collect items early enough to test the technical setup and confirm that every exhibitor has what they need. This checklist helps you cover the items people most often forget, from cable mats and DI boxes to booth numbers and loading-zone markers.

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What to bring

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

Furniture

Registration tablesqty 2
Standing tablesqty 30
Folding chairsqty 120
Beer tablesqty 8
Lounge sofasqty 4
Low tablesqty 4
Stoolsqty 12
Clothes racksqty 4
Stage sectionsqty 4
Bollardsqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
DI boxesqty 4
Instrument standsqty 12
Music standsqty 6
Headphonesqty 6
Extension cordsqty 12
Power stripsqty 12
Cable matsqty 10
Laptop

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Light standsqty 4
Flashlightsqty 4

Decorations

Trade show bannersqty 4
Booth numbersqty 30
Program postersqty 10
Directional signsqty 12
Tableclothsqty 30
Decorative clothsqty 8
Name badgesqty 100
Badge holdersqty 100
Paper tapeqty 12

Tableware

Glassesqty 150
Coffee cupsqty 80
Tea glassesqty 80
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving traysqty 8
Pliersqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen bowlsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4
Waste binsqty 10
Toilet brushesqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 4 crates
- Pilsner - 6 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Salted peanuts - 5 bags
- Party nuts - 5 bags
- Olives - 6 jars
- Cheese cubes - 5 kilos
- Brie - 2 kilos
- Hummus - 3 kilos
- Cucumbers - 12 pieces
- Carrots - 5 kilos
- Grapes - 5 kilos
- Apples - 50 pieces
- Grape juice - 4 cartons
- Baguettes - 20 pieces
- Mini wraps - 100 pieces
- Cream cheese - 2 kilo
- Herb cheese - 1 kilo
- Smoked chicken breast - 2 kilo
- Vegetarian deli slices - 2 kilo
- Herb butter - 1 kilo
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Cocktail sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 can
- Napkins - 1000 pieces
- Coffee filters - 2 packs
- Stirrers - 500 pieces
- Straws - 300 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Towel rolls - 8 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Disinfectant wipes - 4 packs
- Microfiber cloths - 20 pieces
- Sponges - 12 pieces
- Trash bags - 100 pieces
- Pedal bin liners - 50 pieces
- Paper gift bags - 100 pieces
- Bandages - 1 box
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Highlighters - 12 pieces
- Ballpoint pens - 30 pieces
- A4 paper - 2 packs
- Wristbands - 150 pieces
- Cash book receipts - 2 pads

Tips

Allow one registration table and at least two chairs for checking in exhibitors and visitors. Keep pens, printed registration details and the program at the table so the welcome team is not searching for supplies.
Plan one clearly identified booth number for every exhibitor, plus a few spare numbers. Prepare directional signs for the entrance, registration area, demonstrations, toilets and loading route before setup day.
For each powered demonstration area, provide extension cords, power strips and cable mats. Test the full cable run with the active speakers, mixer, microphones and DI boxes before exhibitors arrive.
Give each demonstration space the stands it needs: microphone stands for microphones, instrument stands for instruments and music stands for sheet music. Keep at least one spare stand available for last-minute changes.
Prepare lighting for both the stalls and the program area. LED spotlights, light stands and mood lighting should be checked before opening, while flashlights are useful during setup if a cable or connector needs attention.

Frequently asked questions

What equipment do I need for a music fair?: For a fair with live demonstrations, plan active speakers, a mixer, wireless microphones, microphone stands and DI boxes. Add extension cords, power strips and cable mats for each powered area, then test everything before the event.
How many chairs and tables do I need for a music fair?: Start with one registration table, seating for the registration team, and one exhibitor table or booth surface per participating exhibitor. Add standing tables, folding chairs, stools or lounge seating according to the layout and the number of visitors you expect.
When should I buy supplies for a music fair?: Buy printed signs, booth numbers, banners and power accessories at least one week before the fair. Technical equipment should be available early enough for a complete sound and lighting test, not just a quick check on the morning itself.
What signage is needed at a music fair?: Prepare booth numbers for every stall, program posters for demonstrations and directional signs for the main visitor routes. Have the signs ready before setup so exhibitors can be welcomed and directed without stopping the loading and unloading flow.

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