What to buy and bring for a record fair

A record fair needs more than tables for vinyl. You also need practical equipment for exhibitor pitches, checkout, loading, payment, refreshments, signage and power. Plan quantities around the number of exhibitors, visitors and tables: allow one table or rack position per pitch, plus a separate checkout table. Drinks, coffee supplies, extension leads and directional signs are easy to leave until the last minute, so check them several days before the fair.

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What to bring

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

Furniture

Foldable tablesqty 24
High tablesqty 4
Chairsqty 12
Cash desk table
Clothes racksqty 6
Transport cartqty 2
Party tentsqty 2

Equipment

Payment terminalqty 2
Sound system
Microphone
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving boardsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2

Decorations

Booth numbersqty 30
Directional signsqty 8
Entrance banner
Tableclothsqty 24
Arrow stickersqty 20

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Hand broomsqty 4

Office

Cash register
Cash box
Wristbandsqty 250
Printer paperqty 2
Pensqty 12
Tapeqty 6
Writing boardsqty 4
Clipboard foldersqty 4

Safety

Cable matsqty 12
Barrier tapeqty 2
Flashlightsqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Stir sticks - 200 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Snack nuts - 6 bags
- Baguettes - 10 pieces
- Hummus - 8 tubs
- Herb cream cheese - 8 tubs
- Young cheese - 3 kilos
- Cucumber - 3 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 4 kilos
- Brownies - 80 pieces
- Cookies - 8 packs
- Napkins - 500 pieces
- Paper snack trays - 200 pieces
- Sugar packets - 300 pieces
- Coffee creamer cups - 300 pieces
- Stirring spoons - 200 pieces
- Trash bags - 60 pieces
- Large garbage bags - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs

Tips

Prepare one booth number and one clear directional sign for every pitch or key route point. Add extra arrow stickers for entrances, toilets, parking and the loading area.
Allow at least one chair per staffed pitch and two or more chairs at the checkout or coffee station. Keep a transport cart available for moving boxes, tables and display equipment.
For a four-hour fair, plan roughly two drinks per person during the first hour and one per person for each additional hour. Chill drinks in coolers before opening and keep a reserve supply out of direct sun.
Set up the payment terminal, cash desk table, charging stations and power strips before exhibitors arrive. Test card payments and count the cash float at least one day in advance.
Bring one extension cord and power strip for each separate powered area, then add at least two spare extension cords. Use LED lamps where the room has dim corners, especially around checkout and exhibitor tables.

Frequently asked questions

What do I need to bring to a record fair?: Bring tables or racks for each exhibitor pitch, chairs, booth numbers, directional signs, a checkout table, a payment terminal and cash. Add power supplies, lighting, coolers, drinks and coffee equipment if refreshments are provided. Check the full shopping list at least 3 days before the event.
How many tables do I need for a record fair?: Start with one foldable table or rack position per exhibitor pitch, based on the confirmed registrations. Add one separate cash desk table and extra tables for coffee or refreshments. Keep at least one spare table available if storage space allows.
How much coffee and water should I buy for a record fair?: For a four-hour event, plan around 2 drinks per visitor or exhibitor in the first hour and 1 per person per additional hour. Buy coffee, cups and water for the expected headcount, then add about 10% extra for late arrivals and refills. Chill drinks before doors open.
What payment equipment is needed at a record fair?: Use one payment terminal, a cash desk table and a cash float for the entrance or checkout. Provide a charging station and test the terminal at least 24 hours before opening. If several payment points are needed, prepare one terminal and charging setup per point.

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