What you need for a participation market

A participation market needs more than tables for stalls. You also need a clear registration point, reliable power, equipment for workshops or presentations, and enough serving items for refreshments. Plan the quantities around the number of stallholders, workshop leaders and visitors rather than buying at random. The easiest items to overlook are cable mats, charging cables, name badges, printed floor plans and storage boxes. Use this list alongside your stall layout and final participant information.

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What to bring

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

Furniture

Foldable tablesqty 18
Chairsqty 80
High tablesqty 8
Ticket counter
Stoolsqty 12
Tableclothsqty 18
Storage boxesqty 12
Party tentsqty 4

Equipment

Laptopqty 2
Tabletsqty 3
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 8
Coolersqty 4
Cable matsqty 12
Portable lampsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 100
Water glassesqty 60
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Small bowlsqty 16
Serving spoonsqty 12
Serving tongsqty 8

Decorations

Signage boardsqty 12
Program postersqty 8
Municipal bannersqty 4
Name badgesqty 80
Table numbersqty 20
Adhesive stripsqty 4
Cable tiesqty 100
Markersqty 24

Office

Registration formsqty 250
Pensqty 40
Clipboardsqty 12
Tapeqty 8
Scissorsqty 8
Staplersqty 4
Stickersqty 500

Cleaning

Waste binsqty 12
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning glovesqty 8

Safety

First aid kitsqty 2
Flashlightsqty 4
Barrier tapeqty 4

Accessibility

Non-slip matsqty 6
Threshold platesqty 2

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Sugar - 3 packs
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Still water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Iced tea - 6 bottles
- Alcohol-free beer - 4 crates
- Beer - 3 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Alcohol-free wine - 4 bottles
- Ice cubes - 12 bags
- Coffee creamer - 6 tubs
- Butter - 2 kilos
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Multigrain bread - 6 loaves
- Mini pistolets - 100 pieces
- Cream cheese - 3 kilos
- Young cheese - 4 kilos
- Hummus - 3 kilos
- Chicken salad - 2 kilo
- Egg salad - 2 kilo
- Cucumber - 5 kilo
- Tomatoes - 5 kilos
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Grapes - 8 kilos
- Apples - 10 kilos
- Bananas - 8 kilos
- Mandarins - 8 kilos
- Mini carrots - 5 kilos
- Cherry tomatoes - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Rice cakes - 6 packs
- Mini cookies - 8 packs
- Filled cookies - 60 pieces
- Muesli bars - 80 pieces
- Mixed nuts - 4 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Herb mix - 2 jars
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Sugar sachets - 500 pieces
- Skewers - 500 pieces
- Disposable gloves - 4 boxes
- Trash bags - 100 pieces
- Compostable trash bags - 50
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant hand gel - 12 bottles
- Hand soap - 8 bottles
- Cleaning wipes - 8 packs
- Sponges - 12 pieces
- Paper towels - 12 packs

Tips

Allow one table and two chairs per stall as a starting point, then adjust for larger displays or workshops. Keep a few spare chairs available for visitors and workshop leaders.
Set up a registration or ticket counter near the entrance with the laptop or tablets, participant list, name badges and printed floor plan ready at least 30 minutes before opening.
Count every power-dependent item before the market: laptop, projector, screen, speakers, microphone, coffee machines and kettles. Bring extension cords, power strips and cable mats for each area that needs electricity.
For refreshments, provide at least one drinking glass per expected visitor at a time, plus extra coffee cups, plates and cutlery for turnover. Use coolers and pouring jugs if drinks or shared refreshments must stay cold and easy to serve.
Prepare storage boxes for spare materials, cables and stall supplies, and label them before setup. Reserve party tents, portable lamps and high tables early if the market includes outdoor stalls or an evening programme.

Frequently asked questions

What furniture do I need for a participation market?: Start with one foldable table and two chairs per stallholder. Add high tables, stools, a ticket counter and tablecloths according to the layout, programme and expected visitor flow.
How many tables and chairs do I need per stall?: Use one table and two chairs per standard stall as a planning figure. Confirm the final number after registrations, because workshops and larger displays may need extra tables or seating.
What equipment is needed for a participation market presentation?: For a presentation, plan a laptop, projector, projection screen, speakers and microphone. Check the venue’s outlets at least one week before the event and bring extension cords, power strips, charging cables and cable mats.
How much tableware should I buy for the market?: Plan enough cups, glasses, plates and cutlery for the maximum number of people using refreshments at one time, plus about 20% spare. Confirm dietary requirements and the expected visitor count at least one week beforehand.

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