What to bring to a square market

A square market needs more than stalls and products. Plan for exhibitors, shared refreshments, cash handling, weather changes and the practical details of working outdoors. This shopping list covers the equipment and serving items that are easy to overlook, from cable reels and storage crates to coffee supplies and ice packs. Check quantities against the number of exhibitors, visitors and available power outlets before shopping, then collect non-perishable items before setup day.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Folding chairsqty 40
Beer tablesqty 6
High tablesqty 6
Tableclothsqty 24
Cash register tablesqty 2
Storage cratesqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Bluetooth speakersqty 2
Rechargeable walkie-talkiesqty 4

Tableware

Mugsqty 80
Glassesqty 100
Platesqty 80
Coffee spoonsqty 80
Forksqty 80
Knivesqty 60
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving tongsqty 6
Scissorsqty 4
Measuring cupsqty 2
Thermos flasksqty 6
Ice packsqty 20

Decorations

Buntingqty 12
Square bannersqty 4
Balloon archesqty 2
Flower boxesqty 8
Menu boardsqty 6
Chalk markersqty 12

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 8
Spare batteriesqty 24

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 4

Safety

Crowd control barriersqty 12
Traffic conesqty 12
First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 6

Catering

Cash boxesqty 2
Card machinesqty 2
Cash counting traysqty 2
Cooling matsqty 4
Napkin holdersqty 6
Drink dispensersqty 4
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Lemonade - 6 bottles
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Apple juice - 6 liters
- Orange juice - 6 liters
- Ice cubes - 20 kilo
- Unsalted butter - 2 kilos
- Sausage rolls - 100 pieces
- Whole wheat bread - 12 loaves
- White rolls - 80 pieces
- Slices of cheese - 5 kilos
- Ham slices - 4 kilos
- Chicken breast slices - 3 kilo
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Cucumbers - 20 pieces
- Tomatoes - 5 kilos
- Lettuce - 12 heads
- Bell peppers - 3 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 4 kilos
- Mini tomatoes - 3 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Salted peanuts - 6 bags
- Mixed nuts - 4 bags
- Cookies - 10 packs
- Stroopwafels - 10 packs
- Apple pies - 8 pieces
- Whipped cream - 12 cans
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 kilo
- Pepper - 2 jars
- Olive oil - 2 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Napkins - 1000 pieces
- Disposable gloves - 4 boxes
- Dish soap - 4 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Bandages - 2 boxes
- Paracetamol - 2 boxes
- Ice lollies - 100 pieces
- Takeaway coffee cups - 300 pieces
- Stirrers - 300 pieces
- Sugar packets - 300 pieces

Tips

Allow one table or stall space per exhibitor, then keep at least one clear route to emergency exits. Buy or borrow a few extra tablecloths and storage crates so loose supplies do not end up on the ground.
For a coffee station, count at least one mug per expected drink at a time, plus 10% extra. Bring coffee machines or kettles, coffee spoons, serving trays and thermos flasks so drinks can continue while one machine is being refilled.
Check every powered item against the square’s available outlets before the market. Use cable reels, extension cords and power strips only where they can be routed safely and kept clear of wet areas and walkways.
Prepare cooling supplies the day before: freeze the ice packs and place coolers where exhibitors can reach them. This is especially easy to forget when the weather forecast changes shortly before opening.
Pack serving and preparation tools together rather than leaving them with individual stalls. Include cutting boards, chef’s and bread knives, serving tongs, measuring cups and scissors, and keep spare tableware in a storage crate.

Frequently asked questions

What equipment do I need for a square market?: For each exhibitor, plan a suitable stall setup with tables, chairs or beer tables as needed, a tablecloth and storage space. Shared equipment may include party tents, coffee machines, kettles, coolers, cable reels, extension cords and signage; check the floor plan and power supply at least one week before the market.
How many cups and plates should I buy for a square market?: Start with one mug, glass and plate per expected simultaneous user, then add at least 10% extra for breakage and replacements. For a market serving 50 people at once, that means 55 mugs, 55 glasses and 55 plates.
What should I pack for coffee at an outdoor market?: Pack coffee machines or kettles, mugs, coffee spoons, thermos flasks and serving trays, with enough power equipment for the machines. Prepare the coffee station at least 60 minutes before opening so heating, refilling and cable placement can be checked.
When should I prepare cooling supplies for a square market?: Freeze the ice packs the day before and load the coolers before setup begins. Check them again 2 to 3 hours before opening, especially if the weather plan has changed or chilled items will stay outside.

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