What you need for a social market

A social market needs more than stalls and tables. You also need a clear way to power equipment, serve drinks and food, label catering, guide visitors and keep exhibitor materials organised. Plan quantities from your confirmed exhibitor and visitor numbers, then add a small reserve for breakages and late arrivals. This checklist helps you spot supplies that are often forgotten until setup day, especially extension leads, reusable cups, signs, storage and lighting.

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What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 18
Chairsqty 80
High tablesqty 6
Tableclothsqty 18
Storage boxesqty 12
Bollardsqty 8
Hand trucksqty 3
Coat racksqty 4
Umbrella binsqty 2

Equipment

Extension cordsqty 8
Power stripsqty 8
Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Microphonesqty 2
Speakersqty 2
Rechargeable lampsqty 6
Cable reelsqty 4
Laptopsqty 2
Tabletsqty 2
Power banksqty 4

Tableware

Reusable coffee cupsqty 100
Reusable drinking glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Pouring jugsqty 8
Teapotsqty 4
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Serving spoonsqty 6
Measuring cupsqty 4
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 20
Thermos flasksqty 6
Water jugsqty 8
Food labelsqty 100
Allergen cardsqty 50
Kitchen scalesqty 2

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Table décorqty 12
Name badgesqty 100
Clipboardsqty 12
Directional signsqty 12
Information boardsqty 12
Program boardsqty 4
Whiteboardsqty 3
Markersqty 12
Postersqty 30
Flyersqty 500
Tapeqty 8
Scissorsqty 6
Ropeqty 4
Cable tiesqty 200

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ice cubes - 10 kilos
- Sandwiches - 120 pieces
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Multigrain rolls - 60 pieces
- Young cheese - 4 kilos
- Ham - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Peanut butter - 2 jars
- Jam - 3 jars
- Butter - 1,5 kilos
- Cucumbers - 3 kilos
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Mixed nuts - 3 kilo
- Rice cakes - 6 packs
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Mini carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Cucumber - 3 kilos
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Yogurt dressing - 2 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Herb mix - 2 jars
- Cookies - 8 packs
- Cake - 8 pieces
- Vegan cake - 3 pieces
- Gluten-free crackers - 4 packs
- Vegetarian sandwiches - 30 pieces
- Vegan sandwiches - 20 pieces
- Gluten-free rolls - 10 pieces
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Aluminium trays - 50 pieces
- Storage containers - 30 pieces
- Trash bags - 50 pieces
- Cleaning wipes - 6 packs
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Toilet paper - 24 rolls

Cleaning

Trash binsqty 8
Waste sorting binsqty 4
Mopsqty 3
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3
All-purpose cleanerqty 3
Rubber glovesqty 12
Toilet brushesqty 4

Tips

Count one table and chair set for each planned exhibitor before ordering extras for information tables, registration or catering. Confirm the final layout at least one week before the market so furniture and stall positions can be adjusted.
Plan power by equipment, not just by room. Map each power point, use power strips and extension cords where needed, and test coffee machines, kettles, microphones and speakers before visitors arrive.
For drinks, prepare reusable coffee cups and drinking glasses for the expected peak period, plus extra stock for roughly 10% more users. Keep coolers ready before drinks are delivered so they can be chilled in time.
Label every food item before catering is set out, including dietary information collected during registration. Keep serving tongs, spoons, trays, cutting boards and knives separate so visitors can serve safely.
Pack route signs, programme signs, name badges, leaflets, rechargeable lamps and tablecloths in clearly marked storage boxes. Put them together the day before; searching for them during setup delays every exhibitor.

Frequently asked questions

What should I buy for a social market?: Plan for market stalls, tables, chairs, tablecloths, storage boxes, signs, name badges, drinks, catering and reusable serving items. Add power supplies such as extension cords and power strips, plus lighting and sound equipment if the programme requires them.
How many cups and glasses do I need for a social market?: Start with one reusable cup or glass per expected user during the busiest serving period, then add about 10% extra. If 100 people may use the drinks station, prepare at least 110 cups or glasses and arrange a washing or collection point.
How far in advance should I order social market catering?: Order catering and drinks as soon as the date, venue and expected attendance are confirmed, preferably at least 2 weeks before the market. Give the supplier the final dietary requirements and quantities several days before delivery.
What do people usually forget for a social market?: Commonly missed items are extension cords, power strips, food labels, serving utensils, route signs, name badges, storage boxes and rechargeable lamps. Check these 1 day before setup, then test all powered equipment before exhibitors arrive.

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