What you need for a school fair

A school fair needs more than stalls and tables. You also need serving equipment, reliable power, payment supplies and a clear way to keep stock moving during busy periods. Use the quantities in your event plan to decide how many cups, plates, chairs and serving items to bring. Check deliveries and stock at least 48 hours before opening, because replacement equipment is harder to find at the last minute.

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What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 16
Beer tablesqty 6
Folding chairsqty 80
Stall shelvesqty 12
Stall tableclothsqty 12
Clothes racksqty 6
High tablesqty 6
Storage cratesqty 20

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Dessert platesqty 100
Forksqty 150
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20
Serving plattersqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 10
Cash boxesqty 4
Card machinesqty 2
Handheld megaphone
Cable reelsqty 4
First aid kitsqty 2
Flashlightsqty 6
Walkie-talkiesqty 6
Fire extinguishersqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Kitchen tongsqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Thermos flasksqty 8
Bottle openersqty 6
Aluminum foilqty 4
Food storage containersqty 20

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpsqty 3
Table décorqty 20
Directional signsqty 12
Stall signsqty 16
Tapeqty 10
Cable tiesqty 100

Lighting

String lightsqty 8
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Floor squeegeesqty 2
Bucketsqty 4
Microfiber clothsqty 20
Trash bag holdersqty 8
Toilet brushesqty 4
Toilet matsqty 6
Paper dispensersqty 6
Cleaning glovesqty 8
Recycling binsqty 6
Water extractors

Catering

Groceries
- Coffee - 8 packs
- Tea - 6 boxes
- Cocoa powder - 2 packs
- Sugar - 4 packs
- Sweeteners - 3 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee creamer - 6 tubs
- Cola - 18 bottles
- Cola Zero - 12 bottles
- Orange soda - 12 bottles
- Lemonade - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ice cubes - 20 bags
- Sandwiches - 180 pieces
- Mini pistolets - 100 pieces
- Currant buns - 50 pieces
- Butter - 4 packs
- Young cheese - 5 pieces
- Aged cheese - 3 pieces
- Ham - 4 packs
- Chicken breast - 4 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Chocolate sprinkles - 3 packs
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Curry - 3 bottles
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 8 bags
- Popcorn - 6 bags
- Cookies - 10 packs
- Brownies - 6 trays
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Cucumbers - 10 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Chicken satay - 150 pieces
- Vegetarian snacks - 100 pieces
- Mini Frikandellen - 150 pieces
- Satay sauce - 4 jars
- Fries sauce - 4 bottles
- Tomato soup - 8 liters
- Vegetable soup - 6 liters
- Soup sticks - 6 packs
- Toasted sandwiches - 80 pieces
- Cheese toasties - 4 packs
- Ham toasties - 3 packs
- Pizza slices - 100 pcs
- Ice lollies - 150 pieces
- Candy bags - 150 pieces
- Marshmallows - 6 bags
- Chocolate bars - 100 pieces
- Lollipops - 150 pieces
- Cotton candy - 100 pieces
- Napkins - 800 pieces
- Paper straws - 300 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Disposable gloves - 300 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Cleaning product - 6 bottles
- All-purpose cleaner - 4 bottles
- Dishwasher tablets - 40 pieces
- Dish soap - 4 bottles
- Sponges - 20 pieces
- Tea towels - 20 pieces
- Paper towel rolls - 12 rolls
- Batteries - 24 pieces
Receiptsqty 500
Napkin holdersqty 12
Drink dispensersqty 4
Cool bagsqty 10
Food warmersqty 6
Thermos cupsqty 30
Pitcherqty 6
Food containersqty 12
Allergen cardsqty 40
Price tagsqty 80

Sports equipment

Tin can toss gameqty 2
Ring toss gameqty 2
Conesqty 20
Skipping ropesqty 8
Footballsqty 4
Goal postsqty 2
Hoopsqty 8
Game tokensqty 500
Trophiesqty 20
Prizesqty 60

Tips

Plan at least one table, tablecloth and clear label for each stall, then add a few storage crates so sellers are not leaving stock on the floor.
For food and drink areas, count cups, coffee cups, plates, dessert plates, forks, knives and spoons for every expected serving, plus around 10% extra for replacements.
Give each coffee or hot-drink point its own coffee machine or kettle where possible. Test them with the extension cords, power strips and cable reels at least one day before the fair.
Bring one cash box or card machine for every separate payment point, and keep change or card-processing arrangements ready before volunteers arrive.
Pack rechargeable lights and a handheld megaphone even for a daytime fair. They help with shaded stalls, late pack-down and announcements when the crowd is spread across the site.

Frequently asked questions

What furniture do I need for a school fair?: Plan one stall or table setup for each participating group, with matching chairs where volunteers need to sit. Add shelves, clothing racks, high tables or beer tables only where a stall’s layout requires them, and keep storage crates available for spare stock.
How many cups and plates should I buy for a school fair?: Estimate one complete serving set per expected food or drink sale, then add at least 10% extra. Count reusable cups, coffee cups, plates, dessert plates and cutlery separately because they are often used at different counters.
How many extension cords do I need for a school fair?: Use one suitable extension route for each power area, with power strips only where the total load is safe. Map the outlets before ordering equipment and keep at least one spare extension cord or cable reel available.
When should I check the school fair shopping list?: Do a full shopping-list and stock check at least 48 hours before opening. Reconfirm rented stalls, furniture, coffee equipment and payment machines 24 hours before the fair so missing items can still be replaced.

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