Stamp Fair Shopping List

A stamp fair needs more than tables and refreshments. You also need a clear registration point, well-lit display spaces, table numbers, price tags and enough printed information for exhibitors and visitors. Plan quantities from your exhibitor and visitor numbers: provide one table setup per exhibitor, one chair per expected user, and extra stationery at the registration desk. Buy or collect consumables several days ahead, then chill drinks and test electrical equipment before doors open.

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What to bring

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

Furniture

Exhibition tablesqty 20
Chairsqty 50
Registration desk
Display casesqty 4
Tableclothsqty 20

Equipment

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 6
Magnifying glassesqty 12
Desk lampsqty 8
Cash box

Tableware

Coffee mugsqty 60
Drinking glassesqty 60
Pastry platesqty 50
Teaspoonsqty 60
Serving tongsqty 4

Office

Name badgesqty 40
Table number cardsqty 20
Registration formsqty 100
Program leafletsqty 150
Pensqty 12
Price tagsqty 200
Adhesive tapeqty 6
Notepadsqty 6
Envelopesqty 100

Decorations

Signage boardsqty 12
Information boardsqty 6
Stamp imagesqty 20

Kitchen

Thermos flasksqty 4
Serving plattersqty 6
Cutting boardsqty 2

Cleaning

Broomqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning clothsqty 12
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Coffee milk - 2 bottles
- Granulated sugar - 2 kilograms
- Sweetener - 1 box
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Stir sticks - 200 pieces
- Paper napkins - 300 pieces
- Butter cookies - 5 packs
- Speculaas - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted sticks - 3 bags
- Mini croissants - 100 pieces
- Mini cheese buns - 80 pieces
- Vegetarian mini rolls - 40 pieces
- Gluten-free cookies - 3 packs
- Fresh apples - 50 pieces
- Bananas - 40 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 packs
- Hand soap - 3 bottles

Tips

Allow one exhibition table, one tablecloth and at least one chair for each exhibitor, then add 10% spare seating if visitors may browse for a long time. Confirm the final exhibitor count before buying or collecting furniture.
Set up one registration desk with registration forms, name badges, pens and envelopes. Prepare at least 10% more forms and badges than registered attendees so late arrivals do not hold up the entrance.
For every display area that needs close inspection, provide a magnifying glass and desk lamp. Check the number of power points before the fair and bring enough extension cords and power strips to keep cables away from walkways.
Plan refreshments separately from exhibitor supplies: use one coffee mug and drinking glass per expected user, plus extra cups for the busiest hour. Chill drinks before setup and place serving tongs and pastry plates beside the catering.
Prepare one table number card and one price tag set for each exhibitor table, then print visitor information, programme leaflets and directional signage before the event day. Pack adhesive tape and spare pens with the signage so small fixes can be made immediately.

Frequently asked questions

What do I need to buy for a stamp fair?: Plan for exhibition tables, tablecloths, chairs, display cases, magnifying glasses, desk lamps and registration furniture. Add name badges, table number cards, price tags, printed forms, signage, pens and refreshments for the number of exhibitors and visitors expected.
How many tables do I need for a stamp fair?: Use one exhibition table for each confirmed exhibitor unless your layout assigns more than one table to some sellers. Confirm the exhibitor list at least 7 days before the fair so you can arrange furniture and table numbers without rushing.
How much stationery should I prepare for registration?: Prepare one registration form and one name badge per registered attendee, plus at least 10% extra for walk-ins or damaged copies. Keep 2 or 3 spare pens at the registration desk and pack envelopes for documents or payments that need to be handed out.
When should I prepare the stamp fair supplies?: Check stock and complete the main shopping 3 to 5 days before the fair. Print forms, leaflets, badges and signage at least 2 days ahead; chill drinks and test coffee machines, kettles, lamps and power strips on the morning of setup.

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