Record Fair Shopping List

A record fair needs more than tables and crates. You also need practical supplies for registration, booth labelling, payments, refreshments and clear directions around the venue. Plan quantities around the number of exhibitors and visitors, then check power, lighting and unloading equipment before shopping. This list helps you gather the items that are easiest to overlook, especially serving supplies, cash-handling materials and signs for the day itself.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 30
Registration desk
Coffee tableqty 2
Clothes racksqty 2
Cratesqty 40
Storage boxesqty 12

Equipment

Payment terminal
Sound system
Laptop
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 6
Coolersqty 4
Coffee machinesqty 2

Tableware

Coffee cupsqty 80
Drinking glassesqty 100
Platesqty 80
Cutlery setsqty 80
Coffee spoonsqty 40
Serving plattersqty 8
Serving tongsqty 4

Decorations

Booth numbersqty 24
Tableclothsqty 24
Record fair bannersqty 4
Directional signsqty 12
Information boardsqty 6
Price listsqty 30

Kitchen

Thermos flasksqty 4
Kettlesqty 2
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Ice packsqty 16
Serving plattersqty 8

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning clothsqty 12
Rubber glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Beer - 4 crates
- Alcohol-free beer - 2 six-packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Snack mix - 4 bags
- Baguettes - 8 pieces
- Butter - 4 packs
- Young cheese - 2 kilos
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 30 pieces
- Cookies - 8 packs
- Brownies - 4 boxes
- Napkins - 500 pieces
- Stir sticks - 250 pieces
- Ice cubes - 10 bags
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Allow one booth number, price list and information point for every exhibitor area, plus a few spare copies for last-minute changes. Print the exhibitor list before opening and keep extra directional signs for entrances, registration and toilets.
For coffee, allow roughly 2 cups per visitor if the fair lasts up to four hours, and add 10% extra cups, glasses and plates. Check that you have enough coffee spoons, cutlery, serving tongs and platters before food arrives.
Test the payment terminal and sound system at least one day before the fair. Pack extension cords and power strips, and bring rechargeable lamps so exhibitors can see records clearly if some booths are away from the main lighting.
Prepare separate crates or storage boxes for registration, payments, signage and refreshments. Label them before loading so setup volunteers can find the cash register, booth numbers, tablecloths and serving equipment without opening every box.
Buy or collect cooling and hot-drink equipment at least the day before. Coolers, coffee machines, kettles and thermos flasks are often forgotten until the venue opens, when there is no time left to arrange replacements.

Frequently asked questions

What supplies do I need for a record fair?: Plan for tables, chairs, crates or storage boxes, booth numbers, price lists, signage, a registration desk, payment equipment and basic serving supplies. Add coffee machines, kettles, coolers and thermos flasks if you are serving refreshments.
How many coffee cups should I buy for a record fair?: Allow about 2 cups per visitor for a fair lasting up to four hours, then add at least 10% extra. For 100 visitors, that means roughly 220 cups, before allowing for staff and exhibitors.
When should I prepare record fair signs and price lists?: Print the main signage, exhibitor list and price lists at least one day before the fair. Keep spare copies and blank materials available for exhibitor changes or damaged signs on the morning.
What should I check before bringing payment equipment to a record fair?: Test the payment terminal, charger and connection at least 24 hours beforehand. Also prepare a cash register and petty cash if cash payments are accepted, and store all payment materials together in a labelled box.

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