Record fair shopping list

A record fair needs more than tables for exhibitors. You also need a clear entrance setup, reliable payment equipment, enough power for sound and lighting, and refreshments that can be served without blocking the stalls. Plan one table and chair per exhibitor space, plus separate tables for the entrance and catering. This checklist covers the practical items people often remember only when setup has already started, including change, extension leads, lamps, cups and serving equipment.

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What to bring

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

Furniture

Tablesqty 42
Chairsqty 24
Folding table at entrance
Catering folding tableqty 2
Coat rackqty 2
Clothes hangersqty 80
Stoolsqty 4

Equipment

Speakersqty 2
Mixer
Microphone
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 6
Cash box
Payment terminal
Calculatorqty 2
Coolersqty 4
Thermos flasksqty 4
Kettleqty 2
Coffee machinesqty 2
Hand trucksqty 2
Laptop
USB sticksqty 2
Charging stationsqty 2
Walkie-talkiesqty 6
Flashlightsqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 4
Small bowlsqty 8

Kitchen

Serving plattersqty 8
Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 4
Kitchen knivesqty 2
Measuring cupsqty 2
Cratesqty 12
Storage binsqty 8
Cooling matsqty 8
Thermometer

Decorations

Tableclothsqty 42
Disposable table skirtsqty 4
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Number signsqty 42
Directional signsqty 12
Entrance sign
Information boardsqty 4
Notice boardsqty 4
Tapeqty 6
Cable tiesqty 100
Table numbersqty 42
Clothespinsqty 50
Ropeqty 2
Markersqty 2
Permanent markersqty 6
Notepadsqty 6
Ballpoint pensqty 20

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Beer - 4 crates
- Alcohol-free beer - 1 crate
- Red wine - 6 bottles
- White wine - 6 bottles
- Rosé wine - 3 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 3 bags
- Salted peanuts - 2 bags
- Mixed nuts - 2 bags
- Cheese cookies - 3 packs
- Toasts - 4 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Olives - 3 jars
- Grapes - 4 kilos
- Apples - 4 kilos
- Mandarins - 3 kilo
- Mini cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Baby carrots - 2 kilos
- Baguettes - 8 pieces
- Unsalted butter - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 bottle
- Ice cubes - 12 bags
- Napkins - 500 pieces
- Coffee filters - 2 boxes
- Stirrers - 500 pieces
- Cocktail sticks - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 4 rolls
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Dish soap - 2 bottles
- Sponges - 10 pieces
- Cleaning cloths - 10 pieces

Cleaning

Waste binsqty 8
Deposit binsqty 2
Mopsqty 2
Bucketsqty 2
Broomqty 2
Dustpan and brushqty 2
Vacuum cleaner
Rubber glovesqty 6
Toilet brushesqty 2

Lighting

LED string lightsqty 6
Standing lampsqty 4
Batteriesqty 24

Tips

Set aside one folding table for the entrance and another for catering rather than using exhibitor tables. Keep the cash box, payment terminal, calculator and change together at the entrance so volunteers can work without leaving the desk.
Count power points before the fair opens. Bring extension cords and power strips for the speakers, mixer, microphone and rechargeable lamps, and tape or route cables so visitors cannot trip over them.
Prepare refreshments according to your attendance estimate. For a half-day fair, allow roughly 2–3 hot drinks per person who is likely to use the catering area, then match the number of coffee cups, reusable cups, plates and cutlery to that estimate.
Bring hand trucks for loading tables, chairs, coolers and catering supplies. A coat rack with clothes hangers and a few stools are easy to overlook but make the entrance and exhibitor areas much easier to use.
Pack signage supplies with the equipment, not in a separate office box. Entrance signs, stall number signs and the floor plan should be ready before exhibitors arrive, with spare paper or card available for last-minute changes.

Frequently asked questions

What should I buy for a record fair?: Plan for tables, chairs, an entrance table, a catering table, payment equipment, a cash box, change, extension cords, power strips, lamps and signage. Add coffee equipment, coolers, cups, plates and serving items if refreshments are provided.
How many tables do I need for a record fair?: Start with one table for each confirmed exhibitor stall, then add at least one folding table for the entrance and one for catering. Order or borrow extra tables if stall sizes may change during registration.
How much coffee and tableware do I need for a record fair?: For a half-day event, estimate 2–3 hot drinks per catering customer and use that figure to plan coffee, tea, cups and thermos flasks. Keep a small buffer of around 10% for spills, extra servings and volunteers.
What payment equipment is needed at a record fair?: Use a cash box with enough change, a payment terminal and a calculator at the entrance. Test the terminal and charging arrangements at least one day before the fair, and keep a backup payment method available.

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