What you need for a record fair
A record fair needs more than tables for vinyl crates. You will also need a reliable way to take card and cash payments, clear signs for visitors, enough power equipment, and refreshments for vendors and volunteers. Plan supplies by zone so setup stays quick and every table has the right labels and materials. Check electrical access before buying or packing extension cords, power strips and lights.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 28
- Chairsqty 24
- Tableclothsqty 28
- Clothes racksqty 4
- Folding stoolsqty 4
Equipment
- Payment terminal
- Cash register
- Sound system
- Kettlesqty 2
- Coffee machinesqty 2
- Coolersqty 3
- Power stripsqty 6
- Extension cordsqty 6
Lighting
- LED lightsqty 8
- Battery lanternsqty 4
Decorations
- Wayfinding signsqty 12
- Directional signsqty 16
- Table numbersqty 28
- Name badgesqty 40
- Tapeqty 6
- Cable tiesqty 100
Tableware
- Coffee cupsqty 80
- Glassesqty 100
- Platesqty 100
- Cutlery setsqty 100
Kitchen
- Serving traysqty 6
- Thermos flasksqty 4
- Serving spoonsqty 4
- Cutting boardsqty 2
- Bread knivesqty 2
- Cooling matsqty 6
Cleaning
- Broomqty 2
- Dustpan and brushqty 2
- Mopqty 2
- Bucketsqty 2
Catering
- Groceries
- Coffee - 2 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Stir sticks - 250 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling water - 6 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 10 kilograms
- Mini cheese sandwiches - 60 pieces
- Mini ham sandwiches - 60 pieces
- Mini hummus sandwiches - 40 pieces
- Currant buns - 40 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snacks - 4 bags
- Cookies - 6 packs
- Napkins - 500 pieces
- Stirring spoons - 100 pieces
- Coffee filters - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Rinse aid - 1 bottle
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Cash register rolls - 6 rolls
- AA batteries - 16 pieces
- AAA batteries - 16 pieces
Office
- Registration formsqty 100
- Pensqty 20
- Clipboardsqty 4
- Notepadsqty 6
- Price tagsqty 200
- Cash drawer
- Change boxesqty 2
- Calculatorsqty 2
Safety
- First aid kit
- Flashlightsqty 3
- Fire blanketsqty 2
Tips
- Plan one table covering, table number and name badge for every vendor space, plus at least 10% extra labels and tape for last-minute changes.
- Test the payment terminal and cash register before loading them. Prepare enough small cash for change and keep a separate float from vendor payments.
- Pack extension cords, power strips and cable ties together by zone. Check every planned outlet at least one day before the fair and keep cables away from walkways.
- For a four-hour fair, allow roughly 2 cups of coffee or other drinks per vendor and volunteer, then add 10% extra. Use coffee machines, kettles and thermos flasks so service does not stop during setup.
- Bring one clear entrance sign, directional arrow signs and a printed vendor list for each main visitor route. Print these before loading so missing signs are easy to spot.
Frequently asked questions
- How many tables do I need for a record fair?
- Start with one table for each confirmed vendor space, then add 1–2 spare tables for registration, payments or overflow. Confirm the final vendor count at least 3 days before the fair.
- How much change should I prepare for a record fair?
- Prepare a cash float with plenty of small notes and coins, based on the number of vendors accepting cash. Count and record it before doors open, and keep vendor payments separate from the float.
- How many extension cords and power strips do I need?
- Plan at least one extension cord for each powered zone and one power strip for each group of nearby equipment. Add 2 spare extension cords and 1 spare power strip for faults or layout changes.
- When should I test the payment terminal?
- Test the payment terminal and its connection at least 24 hours before the record fair. Test it again during setup, before visitors arrive, and bring a backup cash register or cash process.
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