What to Buy for a Record Fair

A record fair needs more than tables for displaying crates. You also need clear pricing, reliable payment equipment, power access, visitor information and supplies for exhibitors and volunteers. Use this shopping list to prepare the sales area, catering point and entrances without last-minute trips to the shop. Check quantities against your exhibitor and visitor numbers, then buy or collect disposable and printed items at least two days before the event.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
Chairsqty 40
Tableclothsqty 24
Stoolsqty 8
Market stallsqty 4
Plastic storage cratesqty 30

Tableware

Reusable cupsqty 200
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 100
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Compact speakersqty 2
Turntable
Card machinesqty 2
Cash boxesqty 2
Extension cordsqty 4
Power stripsqty 6
Cable matsqty 12

Decorations

Market bannerqty 2
Table numbersqty 24
Price sign holdersqty 60
Price tagsqty 200
Directional signsqty 12
Information boardsqty 4
Adhesive tapeqty 6

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 6 packs
- Tea - 3 boxes
- Whole milk - 10 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Mini cheese sandwiches - 60 pieces
- Mini ham sandwiches - 40 pieces
- Mini hummus sandwiches - 30 pieces
- Mini croissants - 80 pieces
- Apple wedges - 5 kilograms
- Grapes - 4 kilograms
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Lemons - 2 kilograms
- Peppermint - 4 bags
- Trash bags - 50 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces

Tips

Allow one display table or market stall per exhibitor, plus at least one extra table for registration, information or payment support. Count chairs and stools separately, because sellers often need one seat while visitors browse.
Bring one price sign holder and a batch of price tags for every selling table. Print table numbers and directional signs at least 48 hours before setup so missing or incorrect signs can still be replaced.
Plan one card machine and one cash box for each active sales point, with a spare payment option if several sellers take payments independently. Test the card machines, cash register and payment process before doors open.
For a catering area, count reusable cups, plates and cutlery for one complete serving per expected guest, then add roughly 10% extra. Include coffee cups, serving platters, tongs and water jugs rather than relying on general tableware.
Measure the route from each powered device to the nearest outlet before buying cables. Keep extension cords and power strips off walking routes with cable mats, and test the turntable, coffee machines, kettles and speakers during setup.

Frequently asked questions

What do I need to buy for a record fair?: Start with display furniture, tablecloths, storage crates, price tags, table numbers and information signs. Add card machines or cash boxes, extension cords, power strips and cable mats, plus catering supplies such as cups, plates and serving utensils if food or drinks are provided.
How many tables do I need for a record fair?: Plan on one display table or market stall per confirmed exhibitor, then add at least one extra table for registration, information or shared payment support. Confirm the final count when exhibitor registrations close, ideally 7 to 10 days before the fair.
How much catering equipment should I prepare for a record fair?: Prepare one cup, plate and cutlery set per expected guest, plus 10% extra for breakage, spills and second servings. Have at least one serving platter, pair of tongs and water jug for each catering station, and check the final headcount 3 to 5 days beforehand.
When should I buy supplies for a record fair?: Buy non-perishable equipment and signage at least 7 days before the event. Purchase or collect catering supplies and check payment equipment 2 to 3 days beforehand, leaving time to replace missing items or faulty cables.

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