What you need for a regional produce fair
A regional produce fair needs more than market stalls and tables. You’ll need serving equipment for tastings, reliable cooling for perishable goods, enough cups and plates, and payment and signage supplies for each exhibitor. Plan power distribution before delivery day, especially if several refrigerators, coffee machines or kettles will run at once. This checklist helps you buy or bring the practical equipment needed to set up the fair and keep it running smoothly.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Market stallsqty 18
- Foldable tablesqty 10
- Bistro tablesqty 8
- Folding chairsqty 60
- Tableclothsqty 18
- Stoolsqty 12
- Clothes racksqty 4
- Storage cratesqty 24
Tableware
- Reusable platesqty 180
- Reusable bowlsqty 120
- Water glassesqty 180
- Wine glassesqty 120
- Coffee cupsqty 100
- Forksqty 180
- Knivesqty 180
- Spoonsqty 180
- Serving spoonsqty 24
- Serving plattersqty 24
- Cutting boardsqty 12
- Bread knivesqty 8
Equipment
- Refrigeratorsqty 3
- Coolersqty 6
- Coffee machinesqty 3
- Kettlesqty 3
- Extension cordsqty 8
- Power stripsqty 8
- Cash registersqty 4
- Card machinesqty 4
- Handheld microphone
- Megaphone
- Wireless walkie-talkiesqty 6
- Speakersqty 2
- Tablet for registrationqty 2
- Charging stationsqty 3
- Fire extinguishersqty 4
- Flashlightsqty 6
- First aid kitsqty 2
- Hand trucksqty 3
Lighting
- String lightsqty 8
- Work lightsqty 4
- Battery lanternsqty 6
Decorations
- Regional flagsqty 12
- Chalkboardsqty 20
- Chalk markersqty 24
- Flower arrangementsqty 12
- Wooden cratesqty 30
- Decorative basketsqty 12
- Table runnersqty 18
- Directional signsqty 12
- Entrance bannersqty 2
- Info boardsqty 4
- Name badgesqty 60
- Badge holdersqty 60
- Wristbandsqty 250
- Program cardsqty 250
- Route arrowsqty 16
Kitchen
- Large carving knivesqty 8
- Measuring cupsqty 4
- Mixing bowlsqty 8
- Serving tongsqty 12
- Thermos flasksqty 8
- Bottle openersqty 8
- Serving traysqty 8
- Food containers with lidsqty 16
- Cooling matsqty 12
- Thermometersqty 4
- Allergen labelsqty 200
- Food coversqty 24
- Measuring spoonsqty 6
- Bread basketsqty 12
- Bottle racksqty 6
Catering
- Groceries
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 2 kilograms
- Sweeteners - 250 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Still mineral water - 60 liters
- Sparkling mineral water - 36 liter
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Apple juice - 12 liters
- Grape juice - 8 liter
- Ginger lemonade - 6 liters
- Alcohol-free beer - 48 bottles
- Local pilsner - 96 bottles
- Dry white wine - 12 bottles
- Rosé wine - 6 bottles
- Red wine - 6 bottles
- Ice cubes - 20 kilograms
- Buttermilk - 6 liters
- Farmhouse bread - 18 loaves
- Whole wheat bread - 10 loaves
- Mini par-baked rolls - 180 pieces
- Butter - 3 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 4 kilograms
- Goat cheese - 3 kilograms
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Vegetarian pâté - 2 kilogram
- Apple syrup - 12 jars
- Strawberry jam - 12 jars
- Pear syrup - 8 jars
- Honey - 8 jars
- Mayonnaise - 3 liters
- Mustard - 3 liters
- Ketchup - 3 liters
- Pickles - 6 jars
- Pickled onions - 4 jars
- Mixed lettuce - 8 kilograms
- Cucumbers - 6 kilograms
- Cherry tomatoes - 6 kilograms
- Bell peppers - 4 kilograms
- Carrots - 5 kilograms
- Radishes - 3 kilograms
- Apples - 12 kilograms
- Pears - 10 kilograms
- Grapes - 8 kilograms
- Strawberries - 6 kg
- Walnuts - 2 kilograms
- Almonds - 2 kilograms
- Raisins - 2 kilograms
- Herb butter - 2 kilograms
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Dried oregano - 100 grams
- Fresh basil - 20 bunches
- Garlic - 1 kilogram
- Onions - 4 kilograms
- Potatoes - 12 kilogram
- Eggs - 10 cartons
- Whole wheat flour - 5 kilograms
- Wheat flour - 5 kilogram
- Oatmeal - 3 kilograms
- Baking powder - 500 grams
- Vanilla sugar - 500 gram
- Chocolate chips - 2 kilograms
- Apple pies - 8 pieces
- Regional crumb tartlets - 6 pieces
- Mini muffins - 180 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salted pretzels - 8 bags
- Mixed olives - 6 kg
- Sun-dried tomatoes - 3 kilograms
- Crackers - 20 packs
- Napkins - 600 pieces
- Paper Coffee Filters - 200 pieces
- Stirrers - 300 pieces
- Wooden cocktail sticks - 500 pieces
- Baking paper - 3 rolls
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Freezer bags - 2 boxes
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- 60-liter trash bags - 120 pieces
- 120-liter trash bags - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant - 3 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Sponges - 24 pieces
- Microfiber cloths - 30 pieces
- Paper towels - 12 packs
Cleaning
- Waste binsqty 12
- Glass binsqty 3
- Broom setsqty 4
- Floor squeegeesqty 3
- Mopsqty 4
- Bucketsqty 6
- Cleaning glovesqty 12
- Towel rollsqty 8
Tips
- Plan one selling or display position per registered producer, then add a small reserve of tables or stalls for late changes. Confirm the final exhibitor count before placing your furniture order.
- For tastings and shared refreshments, count plates, bowls, glasses, cups and cutlery per expected visitor rather than per exhibitor. Keep at least 10% extra reusable items available for breakage, delayed washing or unexpected demand.
- Arrange refrigerators and coolers before delivery day for produce that must stay chilled. Put coolers close to the relevant stalls and agree who will bring ice or manage restocking.
- Check every power requirement at least one week before the fair. List the refrigerators, coffee machines, kettles, lighting and payment equipment that need electricity, then bring extension cords and power strips suited to the venue.
- Prepare price lists, stall signs and name badges before setup morning. Pack cash registers and card machines with their chargers, and test card payments before visitors arrive.
Frequently asked questions
- How many tables do I need for a regional produce fair?
- Start with at least one market stall or table for every confirmed producer, based on the floor plan. Add 10% extra table capacity if the venue allows it, so a fair with 20 exhibitors has two spare tables for changes or shared displays.
- How much reusable tableware should I buy for a produce fair?
- Use the expected number of tasting portions as your base and provide one plate, bowl or cup per portion in circulation. Add at least 10% extra, so 200 expected servings means preparing 220 pieces of the relevant tableware.
- How early should I arrange refrigeration for the fair?
- Confirm refrigerators and coolers at least one week before the event, including delivery access and power requirements. Move chilled equipment into position before exhibitors arrive and allow enough time for it to reach temperature.
- How many coffee cups and glasses are needed?
- Estimate cups and glasses for the busiest serving period, not just the total attendance. For 100 visitors, prepare at least 110 coffee cups and 110 water glasses if both are offered at the same time, with more if washing during the fair is difficult.
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