What to Buy for a Record Fair
A record fair needs more than sales tables and crates of vinyl. Visitors and sellers need a clear entrance, working payment equipment, refreshments and enough power for audio gear. This shopping list covers the practical supplies that are easy to overlook, from extension cords and label printing to cups, trays and storage boxes. Use the expected visitor count and event length to adjust quantities, then check every powered item before opening day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Sales tablesqty 40
- Chairsqty 60
- Folding table for the entrance
- Folding bar tableqty 2
- Bar stoolsqty 4
- Clothes racksqty 2
- Bollardsqty 8
- Storage boxesqty 12
Equipment
- Cash register
- Payment terminalqty 2
- Sound system
- Speakersqty 2
- Mixer
- Turntablesqty 2
- Turntablesqty 2
- Headphonesqty 4
- Extension cordsqty 8
- Power stripsqty 8
- Charging stationsqty 2
- Label printer
- Handheld microphone
- Walkie-talkiesqty 6
Tableware
- Coffee cupsqty 80
- Glassesqty 100
- Mugsqty 40
- Platesqty 80
- Cutlery setsqty 80
- Serving traysqty 6
- Pitcherqty 4
- Thermos flasksqty 4
- Serving spoonsqty 6
- Sugar bowlsqty 3
Kitchen
- Coolersqty 6
- Coffee machinesqty 3
- Kettlesqty 2
- Ice packsqty 24
- Cutting boardsqty 3
- Kitchen knivesqty 3
- Serving plattersqty 8
- Pliersqty 6
Decorations
- Record fair bannersqty 3
- Postersqty 30
- Directional signsqty 12
- Tableclothsqty 40
- Name badgesqty 80
- Badge holdersqty 80
- Balloonsqty 100
- Clothespinsqty 100
Lighting
- LED light stringsqty 6
- LED lampsqty 10
- Desk lampsqty 6
- Night lightsqty 4
Cleaning
- Waste binsqty 10
- Broom setsqty 3
- Mopsqty 3
- Bucketsqty 4
- Cleaning cartsqty 2
- Hand soap dispensersqty 6
Catering
- Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 4 tubs
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Beer glasses - 100 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Snack mix - 4 bags
- Pretzels - 4 bags
- Salted crackers - 6 packs
- Crackers - 6 packs
- Cream cheese - 2 kilograms
- Hummus - 1 kilogram
- Young matured cheese - 2 kilograms
- Brie - 1 kilogram
- Grapes - 4 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Olives - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Coffee cups - 300 pieces
- Cardboard snack trays - 300 pieces
- Paper napkins - 600 pieces
- Wooden stirrers - 400 pieces
- Straws - 200 pieces
- Ice cubes - 20 kilograms
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Cleaning sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Paper towels - 12 packs
- Hand sanitizer - 6 bottles
- Cash register receipts - 4 rolls
- Admission wristbands - 500 pieces
- Cash envelopes - 20 pcs
- Crumb bags - 300 pieces
- Labels - 500 pieces
- Ballpoint pens - 30 pieces
- Permanent markers - 12 pieces
- A4 paper - 2 packs
- Adhesive tape - 8 rolls
- Duct tape - 4 rolls
Tips
- Plan one sales table per seller where possible, plus at least one separate entrance table for registration, name badges and information. Keep storage boxes available so loose stock and personal items do not block walkways.
- For a four-hour fair, allow roughly 0.5 litres of water or other drinks per visitor, then add coffee and tea for sellers and volunteers. Chill drinks before doors open and keep extra cups, mugs and a serving tray behind the bar.
- Bring at least two extension cords and two power strips for each area using turntables, speakers or payment equipment. Test the outlets, charging stations and sound system before sellers arrive; do not run cables across visitor routes without securing them.
- Prepare one payment setup for every busy sales point, with a cash register, payment terminal and clear cash-handling instructions. Keep a small reserve of change and a separate storage box for receipts, cables and other payment supplies.
- Print labels, name badges and the run sheet before the event, not on the morning itself. Pack spare paper, markers and tape with the label printer so price changes and late seller registrations can be handled on site.
Frequently asked questions
- How many drinks do I need for a record fair?
- For a four-hour record fair, plan around 0.5 litres of drinks per visitor, including water and soft drinks. Add coffee and tea for sellers and volunteers, and keep at least 10% extra cups and drinks for higher attendance.
- How many sales tables should I buy or arrange for a record fair?
- Allow one sales table per confirmed seller, unless your floor plan deliberately gives some sellers more or less space. Add one folding table at the entrance and keep the aisles wide enough for visitors carrying records.
- What payment equipment is needed at a record fair?
- Each active sales point needs either a cash register, a payment terminal or both, depending on your chosen payment method. Test every terminal at least 24 hours beforehand and charge it fully before sellers arrive.
- When should I prepare labels and name badges for a record fair?
- Print labels, name badges and the run sheet at least one day before the fair. Pack spare labels and paper, because late registrations, changed table assignments and price corrections are common on event day.
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