What to Buy for a Tent Fair

A tent fair needs more than tents and tables. You will need a clear setup for exhibitor booths, safe power distribution, refreshments, registration and changing weather. Use this shopping list to cover the items people often remember too late, such as extension cords, rechargeable lamps, storage crates and enough serving equipment. Check quantities against your exhibitor count, booth layout and expected visitor numbers before you buy or collect anything.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
High tablesqty 6
Folding chairsqty 80
Beer table setsqty 6
Tableclothsqty 24
Clothes racksqty 8
Storage cratesqty 20

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 10
Handheld microphone
Bluetooth speakerqty 2
Payment terminal
Calculatorsqty 2

Tableware

Coffee cupsqty 80
Glassesqty 120
Mugsqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving traysqty 6

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Ice packsqty 30

Decorations

Stand number signsqty 30
Welcome banner
Buntingqty 12
Bannersqty 8
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 12
Chalkboardsqty 8
Ropeqty 4
Cable tiesqty 200
Cable tiesqty 100

Lighting

String lightsqty 8
LED work lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 10
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Dustpan and brushqty 4

Catering

Groceries
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 10 liter
- Oat milk - 6 liters
- Chocolate milk - 6 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 2 kilos
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini rolls - 120 pieces
- Butter - 4 packs
- Hummus - 8 tubs
- Young cheese - 3 kilos
- Aged cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast - 2 kilos
- Smoked chicken - 1 kilo
- Herb cream cheese - 12 tubs
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Arugula - 8 bags
- Bell peppers - 12 pieces
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Rice cakes - 8 packs
- Mixed nuts - 4 kilos
- Raisins - 2 kilos
- Cookies - 12 packs
- Mini muffins - 120 pieces
- Brownies - 100 pieces
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan toppings - 6 packages
- Vegan sandwiches - 30 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 tin
- Pepper - 1 can
- Paprika powder - 1 can
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Toilet paper - 24 rolls
- Paper towels - 12 packs
- Trash bags - 100 pieces
- Freezer bags - 2 boxes
- Storage containers - 30 pieces

Tips

Plan one table or display surface per exhibitor, then add a few extra tables for registration, refreshments and shared materials. Include tablecloths if exhibitors need a consistent presentation.
Allow at least one extension cord and one power strip for each powered booth, then keep several spare cords available. Test every cord before the fair and keep cables out of walking routes.
Prepare roughly two drinking glasses or cups per expected visitor for a short event, with extra mugs for coffee and tea. Use coolers, water jugs and thermos flasks so drinks can be refilled without stopping the registration desk.
Pack rechargeable lamps before the weather or daylight becomes a problem. One lamp at registration and one for each darker tent section gives staff enough light to read lists, handle payments and pack down safely.
Keep storage crates, serving trays and signage materials together in a clearly marked setup box. These are easy to leave behind when shopping is split between several people, and replacing them during setup wastes time.

Frequently asked questions

How many tables do I need for a tent fair?: Start with one main table or display surface per exhibitor. Add at least three more for registration, refreshments and shared supplies, then increase the total if your floor plan includes separate product or information areas.
How many chairs should I buy for a tent fair?: Provide two chairs per exhibitor or staffed booth, plus two to four chairs for registration and event staff. Confirm the final number after exhibitors respond, because unused chairs take up valuable tent space.
How much coffee and tea equipment do I need for a tent fair?: For a small fair, plan one coffee machine or kettle for every 40 to 50 expected visitors per serving period. Have at least two thermos flasks and enough cups, mugs, milk and water for the first hour before arranging a refill.
How many extension cords are needed for an outdoor tent fair?: Plan one extension cord per powered booth or activity, plus three spare cords for registration, lighting and unexpected changes. Test them before setup and bring power strips only where several devices will share one safe connection.

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