What you need for a record fair

A record fair needs more than tables for vinyl crates. You also need a reliable setup for sellers, cash payments, refreshments and power. Plan quantities from your vendor and visitor numbers, then add a small spare margin for cups, batteries and extension leads. Buy or collect drinks and serving supplies close to the event, while items such as table numbers, name badges and sales forms can be prepared earlier.

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What to bring

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

Furniture

Party tentsqty 2
Market tablesqty 12
Folding chairsqty 24
High tablesqty 4
Tableclothsqty 12
Table number discsqty 12

Equipment

Portable speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Rechargeable power banksqty 2
Cash registersqty 2
Calculatorsqty 2
Coolersqty 3
Kettlesqty 2

Lighting

String lightsqty 4
LED lightsqty 6
Batteriesqty 24

Tableware

Coffee cupsqty 30
Glassesqty 40
Reusable cupsqty 100
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 4
Serving traysqty 4

Kitchen

Thermos flasksqty 4
Pitcherqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving bowlsqty 6
Pliersqty 4

Decorations

Entrance sign
Directional signsqty 6
Buntingqty 6
Name badgesqty 40
Badge holdersqty 40
Table number sheetsqty 12

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6
Litter pickerqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snacks - 4 bags
- Snack mix - 4 bags
- Baguettes - 8 pieces
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Herb butter - 6 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Mini butter cookies - 5 packs
- Mini waffles - 4 packs
- Napkins - 400 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 packs
- Tea filters - 1 box
- Trash bags - 60 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Disinfectant spray - 2 bottles

Tips

Allow one market table per vendor unless sellers have confirmed they need more space. Add at least one spare table if the venue allows it, because late changes are common.
Prepare one cash register and calculator for each sales point, plus a small amount of petty cash before doors open. Keep cash registers and sales forms at the sales desk rather than with individual stalls.
For refreshments, plan roughly two drinks per person for the first hour, then one additional drink per person for every following hour. Chill drinks in coolers before vendors arrive and keep a separate supply of cups.
Take at least one extension cord and one power strip for every powered area, and check the venue’s outlets before the day. Pack rechargeable power banks so card readers, phones or music equipment do not depend on one socket.
Pack lighting for the full opening period: use string lights or LED lights where the room or outdoor area may become dark, and bring spare batteries in sealed packaging. Label table number discs and prepare name badges before setup starts.

Frequently asked questions

What should I buy for a record fair?: Plan for vendor tables, chairs, tablecloths and table number discs, plus cash registers, calculators and sales forms for transactions. You will also need coolers, cups, glasses, serving supplies, power leads and lighting if refreshments or equipment are included.
How many tables do I need for a record fair?: Start with one market table per confirmed vendor, then add one or two spare tables for late changes, registration or refreshments. Confirm each seller’s space requirement before assigning table numbers.
How many drinks should I buy for a record fair?: Allow about two drinks per person for the first hour and one more per person for each additional hour. Add a 10% buffer, especially if the fair lasts several hours or the weather is warm.
When should I prepare record fair supplies?: Prepare table numbers, name badges, sales forms and vendor information at least 3 to 5 days before the fair. Buy or collect chilled drinks, ice and other perishable refreshments on the day before or the morning of the event.

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