What you need for a musical instrument fair

A musical instrument fair needs more than tables for sellers. You will also need stands for different instruments, a working check-in and payment point, clear labels, lighting and safe cable management. Plan the shopping around the number of exhibitors, the room layout and whether instruments will be demonstrated. The checklist on this page covers the physical supplies to bring, buy or confirm before doors open, including easy-to-forget items such as change, batteries and cable mats.

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What to bring

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

Furniture

Sales tablesqty 30
Chairsqty 60
Entrance desk
Folding chairsqty 8
Stoolsqty 12
High tablesqty 6
Clothes racksqty 2
Table runnersqty 30

Equipment

Music standsqty 10
Keyboard standsqty 4
Guitar standsqty 12
Microphone standsqty 4
Microphonesqty 4
Compact speakersqty 2
Mixer
DI boxesqty 2
Headphonesqty 6
Headphone amplifiersqty 2
Laptop
Printer
Mobile payment terminalsqty 2
Cash register
Walkie-talkiesqty 4
Power stripsqty 12
Extension cordsqty 12
Cable reelsqty 4
Cable matsqty 20

Lighting

LED lampsqty 12
String lightsqty 6
Batteriesqty 24

Decorations

Trade show bannersqty 4
Wayfinding signsqty 10
Booth number cardsqty 30
Directional signsqty 8
Table décorqty 12
Adhesive stripsqty 4
Table clampsqty 30

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Pitcherqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice containersqty 2
Serving tongsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Waste binsqty 8
Corkscrewsqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
All-purpose cleanerqty 3
Glass cleanerqty 2
Toilet cleanerqty 2

Catering

Groceries
- Coffee - 4 packs
- Tea selection - 200 bags
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- White wine - 6 bottles
- Red wine - 4 bottles
- Ice cubes - 15 kilos
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Ham - 1 kilo
- Chicken breast - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 3 kilos
- Cherry tomatoes - 2 kilos
- Olives - 2 jars
- Nut mix - 2 kilo
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Salted sticks - 6 bags
- Cookies - 8 packs
- Brownies - 60
- Mini muffins - 60 pieces
- Vegetarian wraps - 40 pieces
- Chicken wraps - 40 pieces
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Wooden stirrers - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Garbage bags - 4 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- Hand soap - 6 dispensers
- Hand gel - 6 bottles
- Cleaning gloves - 6 pairs
- Paper towels - 6 packs
- Food storage containers - 20 pieces
- Diet-friendly cookies - 4 packs
- Gluten-free sandwiches - 12 pieces
- Vegan spread - 4 packs
- Herb butter - 4 tubs
- Ketchup - 2 bottles
- Lemons - 2 kilos
- Peppermint - 4 bags

Tips

Plan one sales table or pitch per confirmed exhibitor, then add a small reserve if the venue allows it. Measure the room first so tables do not block entrances, walkways or demonstration areas.
Match stands to the instruments being sold: guitar stands, keyboard stands, music stands and microphone stands are not interchangeable. Confirm the required stand types with vendors before shopping, ideally at least one week ahead.
Set up the entrance desk with the register, mobile payment terminals, printer, name badges, wristbands and change together. Test every payment method and print a sample before bringing the equipment to the venue.
Count power strips, extension cords and cable reels by room rather than buying one mixed pile. Add cable mats wherever visitors cross a cable route, and check that every powered item can reach a safe outlet.
Bring spare batteries and enough small labels for every instrument, including replacements for labels that fall off during setup. Keep microphones, headphones and other shared equipment together so they can be checked before the fair opens.

Frequently asked questions

How many tables do I need for a musical instrument fair?: Start with one sales table for each confirmed exhibitor or pitch. Add 10% extra capacity when possible; for example, 20 exhibitors means planning for 22 tables if the room and budget allow it.
What equipment is needed for instrument demonstrations?: For a small demonstration area, plan the relevant instrument stands plus microphones, microphone stands, compact speakers, a mixer and DI boxes where required. Test the full signal chain at least 2 hours before visitors arrive.
How much lighting should I bring to a musical instrument fair?: Use LED lamps to light registration, sales tables and darker corners, and add string lights only where they do not interfere with displays or cables. Bring spare batteries and test all lights during venue setup, at least 1 hour before opening.
What should I prepare for payments at the entrance?: Prepare a cash register with change and at least one tested mobile payment terminal, plus a printer if you issue printed information or receipts. Set everything up and run a test transaction 60–90 minutes before opening.

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