Neighborhood fair shopping list

A neighborhood fair needs more than tables and snacks. You will need serving supplies, chilled drinks, coffee equipment, payment equipment, signs, power accessories, and enough seating for visitors and stallholders. Plan quantities from your expected attendance and add a small reserve for breakage, spills, and late arrivals. The most commonly missed items are cable mats, cash or payment terminals, dietary-friendly snacks, and clear signs for the information desk, toilets, and stalls.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 20
Tablesqty 12
Folding chairsqty 40
Beer table setsqty 6
Information desk
Crowd control barriersqty 12
Clothing rackqty 2

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 6
Coffee spoonsqty 50

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Refrigeratorsqty 2
Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Cable matsqty 12
Handheld microphone

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 12
Wayfinding signsqty 8
Name badgesqty 30
Cocktail table coversqty 4

Lighting

String lightsqty 8
LED work lightsqty 4
Lanternsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Thermos flasksqty 6
Storage binsqty 12
Ice packsqty 24
Bottle openersqty 4

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Hand sanitizer holdersqty 6
Toilet brushesqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea selection - 200 bags
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 4 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 20 kilograms
- Alcohol-free beer - 48 bottles
- Beer - 120 bottles
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Sparkling juice - 12 bottles
- Baguettes - 12 pieces
- Mini rolls - 150 pieces
- Whole wheat rolls - 60 pieces
- Unsalted butter - 1.5 kilograms
- Mild cheese - 3 kilograms
- Brie - 1,5 kilogram
- Ham - 2 kilograms
- Chicken breast topping - 1.5 kilograms
- Hummus - 1.5 kilograms
- Herb cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Mini muffins - 150 pieces
- Butter cookies - 6 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Spiced nuts - 4 kilograms
- Olives - 2 kilograms
- Pickles - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Vinegar - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Wooden stirrers - 300 pieces
- Cocktail picks - 500 pieces
- Disposable gloves - 200 pieces
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Cleaning product - 4 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Disinfectant wipes - 6 packs
- Hand soap - 6 dispensers
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Bandages - 2 boxes
- Paracetamol - 2 boxes

Tips

Plan 2–3 drinks per person for the first hour, then about 1 drink per person per additional hour. Add at least 10% extra reusable glasses so service does not stop when some are being washed or misplaced.
For food service, allow 1 plate, cutlery set, and napkin per serving, plus 10% spare. Buy at least two serving tongs or spoons for each food station to avoid queues and cross-contact between dishes.
Provide seating for about 20–30% of expected visitors at one time, unless the fair is designed for standing and browsing. Count folding chairs, beer table sets, and tables separately so stallholders do not use the seats reserved for visitors.
Treat power accessories as shopping essentials, not optional extras. Match extension cords, power strips, and cable reels to the power plan, and use cable mats wherever leads cross a walkway.
Buy or prepare signs before the setup day: one for the information desk, each main area, toilets, entrances, and key routes. Keep balloons, bunting, tablecloths, and the balloon pump together so decoration does not delay stall setup.

Frequently asked questions

What should I buy for a neighborhood fair?: Start with drinks, snacks, reusable drinking glasses, coffee cups, plates, cutlery, serving platters, and serving tongs. You will also need tables, chairs, market stalls, party tents, signs, payment equipment, waste supplies, and power accessories such as extension cords and cable mats.
How many drinks do I need for a neighborhood fair?: Budget 2–3 drinks per person for the first hour and about 1 per person for every additional hour. Add 10% extra, especially in warm weather or if visitors cannot easily buy drinks elsewhere.
How many plates and glasses do I need for a fair?: Allow one plate and one drinking glass per expected serving, then add 10% spare. If the fair lasts several hours, plan enough glasses for the busiest service period or arrange a reliable washing and collection point.
When should I buy supplies for a neighborhood fair?: Buy reusable equipment, signs, tableware, and decoration at least 1–2 weeks before the fair. Buy chilled drinks and perishable snacks 1–2 days beforehand, then check the full shopping list again on the setup day.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.