What to bring and buy for a photo market

A photo market needs more than tables for displaying prints. Exhibitors also need reliable power, clear stall markers, payment equipment and enough lighting to see photographs properly. For refreshments, plan serving items separately from drinks and food, and check dietary requirements before placing the catering order. This shopping list covers the practical items to arrange before opening, including equipment that is easy to overlook until exhibitors are already setting up.

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What to bring

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

Furniture

Foldable tablesqty 20
Chairsqty 60
Tableclothsqty 20
Stoolsqty 8
Clothes racksqty 6
Bollardsqty 8

Equipment

Extension cordsqty 10
Power stripsqty 10
Cable reelsqty 4
Cash boxesqty 2
Card machinesqty 2
Handheld microphone
Portable speakersqty 2
Phone chargersqty 4

Lighting

LED lampsqty 10
String lightsqty 6
Night lightsqty 4

Decorations

Postersqty 20
Bannersqty 6
Photo framesqty 12
Clothespinsqty 100
Ropeqty 2
Name badgesqty 60
Directional signsqty 12

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Coffee potsqty 4
Teapotsqty 2

Kitchen

Coolersqty 6
Thermos flasksqty 4
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6
Storage binsqty 8

Cleaning

Broomsqty 2
Dustpansqty 2
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4
Waste binsqty 8

Catering

Groceries
- Coffee beans - 3 bags
- Tea bags - 150 pieces
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling mineral water - 12 bottles
- Flat mineral water - 24 bottles
- Apple juice - 6 packs
- Lemons - 2 kilos
- Ice cubes - 10 kilos
- Cheese mini sandwiches - 50 pieces
- Chicken mini sandwiches - 50 pieces
- Mini hummus sandwiches - 40 pieces
- Mini quiches - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Olives - 4 jars
- Grapes - 4 kilos
- Apples - 40 pieces
- Cookies - 6 packs
- Brownies - 40 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 300 pieces
- Paper Plates - 100 pieces
- Stir sticks - 200 pieces
- Teaspoons - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Hand gel - 4 bottles

Tips

Plan one clearly marked stall space per exhibitor, then add a few spare name badges, directional signs and clothespins for last-minute changes. Print the site map and programme before bringing everything to the venue.
Check the power layout before shopping for cables. Use extension cords, power strips and cable reels only where needed, and bring enough phone chargers for the cash register, card machines and essential staff phones.
Bring lighting for darker corners as well as the main display area. LED lamps are more useful for viewing prints than decorative string lights alone, while night lights can mark walkways without taking up table space.
Pack payment supplies together: cash boxes, card machines and change should travel in one labelled container. Test the card machines and charge them before exhibitors arrive, rather than waiting until doors open.
Count reusable cups, coffee cups, plates and cutlery sets against the expected catering headcount, and keep serving trays and coffee pots together. This prevents refreshments from arriving without the basic items needed to serve them.

Frequently asked questions

What do I need for a photo market stall?: Each stall needs a display surface, such as a foldable table, plus a tablecloth, name badge and clear stall marking. Add stools or chairs where exhibitors need to sit, and provide lighting or power only where the layout requires it.
How many tables do I need for a photo market?: Start with one table per confirmed exhibitor, then keep at least 10% extra capacity if the venue allows it. Confirm the final exhibitor count before ordering or transporting furniture, and check the layout at least one week before the market.
How much lighting and power equipment should I bring?: Provide one suitable light for each dim display area and one accessible power point for each powered stall. Add extension cords, power strips and cable reels based on the venue layout, and test every connection before opening.
What serving items are needed for a photo market?: For each expected guest, allow one cup, coffee cup, plate and cutlery set, plus around 10% spare. Bring serving trays and coffee pots as well, and finalise the catering quantity after collecting dietary requirements.

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