What to buy for a record fair

A record fair needs more than tables for vinyl crates. You also need a clear entrance setup, reliable payment equipment, practical lighting and enough drinks for exhibitors and visitors. Buy or bring supplies early enough to test the printer, card terminal and microphone before doors open. Plan quantities around the number of exhibitors, expected visitors and opening hours rather than guessing on the day.

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What to bring

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

Furniture

Foldable tablesqty 36
Chairsqty 20
Entrance table
Cash desk table
Stoolsqty 6
Clothing rack
Tableclothsqty 12
Storage cabinetsqty 2

Equipment

Cash register
Payment terminal
Cash boxesqty 4
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 8
Laptop
Printer
Label printer
Handheld microphone
USB stickqty 2

Lighting

Desk lampsqty 12
LED lampsqty 8
Light standsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 6

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 2
Knivesqty 4
Pliersqty 4

Decorations

Booth numbersqty 36
Directional signsqty 10
Boundary postsqty 8
Barrier tapeqty 2
Welcome sign
Record fair banner
Notice boardsqty 4

Catering

Serving traysqty 4
Napkin holdersqty 6
Cooling matsqty 6
Waste binsqty 8
Cratesqty 12
Reusable serving cupsqty 20
Groceries
- Coffee beans - 2 kilos
- Tea bags - 100 pieces
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemon juice - 2 bottles
- Teaspoons - 100 pieces
- Stir sticks - 200 pieces
- Sandwiches - 120 pieces
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Hummus - 1 kilo
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Iceberg lettuce - 4 heads
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Cookies - 8 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Trash bags - 100 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand sanitizerqty 4

Other

Plastic tray binsqty 40
Record sleevesqty 200
Table displaysqty 36
Price tagsqty 500
Wristbandsqty 300
Admission ticketsqty 300
Name stickersqty 100
Pensqty 20
Waterproof markersqty 12
Tapeqty 8
Cable tiesqty 100
Scissorsqty 6
Clipboardsqty 6
Wallet pocketsqty 4

Tips

Allow one exhibitor table or stand space per confirmed seller, then keep at least one additional table available for registration, information or overflow. Check the venue’s capacity and table dimensions before ordering furniture.
Prepare one cash desk, cash register and money box for each active payment point. Count change before opening and keep a separate record of starting cash so sales and float are not mixed.
For the first hour, plan roughly two to three drinks per person for exhibitors and staff, then add water and hot drinks for the rest of the event. Bring coolers, reusable cups, coffee cups, thermos flasks and serving supplies together rather than in separate last-minute purchases.
Pack one extension cord and power strip for every area using several powered devices, including coffee machines, kettles, printers and lighting. Test the layout at least one day beforehand so cables do not cross visitor routes.
Prepare price labels, exhibitor lists, a printed floor plan and cash instructions before transport day. Print a few spare copies of each and bring a USB stick with the files in case the laptop or printer needs replacing.

Frequently asked questions

What do I need for a record fair?: You need exhibitor tables, tablecloths, chairs or stools, an entrance table, payment equipment, price labels, printed exhibitor information and basic catering supplies. Add lighting, extension cords and power strips wherever stalls or registration areas need extra power.
How many tables do I need for a record fair?: Start with one table or assigned stand space for every confirmed exhibitor. Add at least one table for registration and one for the cash desk, plus one spare if the venue has room for late changes or overflow.
How much change should I bring to a record fair?: Prepare enough small notes and coins to handle the first two hours of sales without relying on card payments. Count the float separately for each cash point and record the amount before opening; the exact total depends on your prices and expected cash sales.
When should I buy supplies for a record fair?: Buy non-perishable equipment, labels and printed materials at least one week before the event. Arrange drinks, catering and other time-sensitive supplies three to five days ahead, then check quantities and test payment and printing equipment the day before.

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