What you need for a street fair

A street fair needs more than stalls and decorations. You will need serving supplies, chilled drinks, power equipment, signs, lighting, and a simple way to handle payments and information. Plan quantities around the number of stallholders, visitors, and opening hours rather than buying everything in equal amounts. This checklist helps you shop for the items that are easy to underestimate or arrange too late, especially cups, extension leads, cool storage, change, and weather protection.

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What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 24
Beer tablesqty 12
Folding chairsqty 48
Beer table benchesqty 12
Information desk
Cash desk tableqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Speakersqty 2
Microphone
Payment terminalsqty 2
Power stripsqty 8
Extension cordsqty 10
Cable matsqty 12

Lighting

String lightsqty 8
LED lampsqty 12

Decorations

Buntingqty 12
Balloonsqty 100
Stable numbersqty 24
Route signsqty 12
Information boardsqty 4
Stakesqty 20

Tableware

Reusable cupsqty 300
Coffee cupsqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Thermos flasksqty 6
Jerry cansqty 4
Handwash sinksqty 2
Cash boxesqty 2
Price listsqty 6
Menusqty 12

Safety

Crowd barriersqty 20
Traffic signsqty 12
Warning tapeqty 4
First aid kitsqty 2
Fire extinguishersqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning cartsqty 2

Catering

Groceries
- Coffee - 6 packs
- Tea assortment - 4 boxes
- Sugar - 3 kilograms
- Milk - 12 liters
- Oat milk - 4 liters
- Stirrers - 500 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 10 crates
- Alcohol-free beer - 3 cases
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 6 bottles
- Ice cubes - 20 kilograms
- Coffee creamer - 4 packs
- Unsalted butter - 2 kilograms
- Baguettes - 20 pieces
- Mini rolls - 200 pieces
- Young cheese - 4 kilograms
- Ham - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Lettuce - 8 heads
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Peanuts - 6 bags
- Cookies - 10 packs
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Brownies - 120 pieces
- Apple pie slices - 100 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Napkins - 1000 pieces
- Paper snack trays - 500 pieces
- Wooden skewers - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Garbage bags - 120 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Cleaning wipes - 12 packs
- Toilet paper - 48 rolls
- Kitchen gloves - 6 boxes
- Nitrile gloves - 4 boxes
- Bandages - 4 boxes

Tips

Plan reusable cups, coffee cups, plates, and cutlery for your busiest hour, not your average attendance. Add at least 10% extra so a delayed collection or missing stallholder does not leave visitors without tableware.
Chill drinks before setup and arrange more refrigerator or cooler space than you think you need. Drinks placed in coolers on the day take several hours to become properly cold, especially in warm weather.
Count power points before buying or borrowing coffee machines, kettles, refrigerators, speakers, payment terminals, and lighting. Bring suitable extension cords, power strips, and cable mats so cables do not cross visitor routes.
Prepare cash and change before the fair opens, even if payment terminals are available. Keep a separate cash desk table and information desk so payment queues do not block questions about stalls, routes, or registrations.
Buy or collect route signs, stall numbers, information boards, stakes, and barriers early enough to check that every sign is readable and stable. Wind and changing traffic routes are common reasons to need extra stakes and cable protection.

Frequently asked questions

How many reusable cups do I need for a street fair?: Plan at least 1.5 reusable cups per expected visitor if cups are collected and washed during the event. For a four-hour fair, add 10% extra because cups are often left at stalls or taken home.
How much food and drink should I buy for a street fair?: Use the expected visitor count and opening hours as your base: allow roughly two to three drinks per person for the first hour, then one per person for each additional hour. Keep refrigerated products separate and buy perishable stock as close to the event as possible.
How early should I arrange tables, tents, and refrigerators for a street fair?: Confirm furniture, tents, refrigerators, coolers, and power equipment at least two to four weeks before the fair. Recheck the quantities one week beforehand, when changes to stall numbers and the route are still manageable.
What should I buy for payment and information at a street fair?: Prepare a cash desk table, cash register, change, payment terminals, power strips, and extension cords. Set up a separate information desk with information boards, route signs, and the printed stall plan before opening, ideally at least 60 minutes in advance.

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