What to Buy for a Seed Swap Fair

A seed swap fair needs more than seeds and tables. You’ll need a clear way to sort and label seeds, enough packets and writing supplies for participants, and signs that explain categories and exchange rules. Plan refreshments separately, especially if the fair runs for several hours. This shopping list covers the practical items that are easy to overlook before volunteers arrive and the venue opens.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
High tablesqty 2
Clothing coversqty 8

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 8
Pitcherqty 3

Organization

Seed traysqty 80
Paper seed packetsqty 250
Labelsqty 300
Permanent markersqty 20
Ballpoint pensqty 30
Notepadsqty 10
Clipboardsqty 4
Cash register or cash box
Name badgesqty 80
Presentation foldersqty 6
Scissorsqty 6
Rolls of tapeqty 6
Cratesqty 12

Decorations

Information boardsqty 8
Directional signsqty 6
Tableclothsqty 8

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 3
Hand broomsqty 2
Trash bag holdersqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4
Handheld microphone

Catering

Groceries
- Coffee - 4 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sparkling water - 8 bottles
- Still water - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Apples - 6 kilogram
- Bananas - 5 kilograms
- Grapes - 4 kilograms
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salted crackers - 6 packs
- Whole grain crackers - 6 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilograms
- Lemons - 12 pieces
- Cinnamon - 1 jar
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Hand gel - 3 bottles
- Paper towels - 6 packs

Tips

Prepare at least one paper seed packet per expected participant, plus 10% extra for repacking leftovers or correcting labels. Keep permanent markers and ballpoint pens at every seed table rather than in one central box.
Use one seed tray or crate for each seed category, with a few spare trays for unsorted donations. Label trays before setup so volunteers can sort seeds as they arrive.
Allow one name badge, notepad and pen for every volunteer, plus 10% extra badges for late registrations. Put registration supplies on a clipboard so the check-in desk can start immediately.
For a two-hour fair, provide roughly two drinks per person for the first hour and one per person for each additional hour. Bring coffee cups, glasses, a kettle or coffee machine, thermos flasks and a cooler if drinks need to stay hot or cold.
Bring at least one information board and several directional signs for the entrance, registration desk and seed tables. Pack scissors, tape and spare labels together; these are often needed during setup, not after the fair begins.

Frequently asked questions

What supplies do I need for a seed swap fair?: Plan for seed trays, paper seed packets, labels, permanent markers, pens, notepads and clipboards. You’ll also need tables, chairs, signs, name badges and refreshments, with about 10% extra small supplies for mistakes and late arrivals.
How many seed packets should I buy for a seed swap?: Buy at least one packet per expected participant and add 10% extra. For 50 participants, that means at least 55 paper seed packets, before allowing for people bringing several seed varieties.
How many tables are needed for a seed swap fair?: Use one table for registration, one for refreshments and one table per seed category where possible. For 50 attendees, allow about 6 to 8 people per table so participants can browse without crowding the seed trays.
When should I buy supplies for a seed swap fair?: Buy organizational supplies, packets and labels at least 1 to 2 weeks before the fair. Check drinks, tableware and fresh refreshments 1 to 2 days beforehand, and pack signs and registration materials the day before.

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