What to buy for a terrarium fair

A terrarium fair needs more than tables for plants and displays. You will need equipment for exhibitor stalls, visitor registration, payments, lighting, catering, and clear wayfinding. Check power access before buying extension cords, power strips, work lights, or speakers. Arrange cashless payment equipment and change at least several days ahead, and confirm catering quantities after collecting dietary requirements. Use this list alongside the floor plan so every item has a place before setup starts.

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What to bring

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

Furniture

Party tentsqty 3
Standing tablesqty 30
Beer tablesqty 8
Folding chairsqty 80
Reception desk
Bar stoolsqty 8
Clothes racksqty 4
Waste binsqty 12

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Cash register tabletsqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 6
Handheld microphone
Speakersqty 2
Fansqty 4
Digital thermometersqty 6
Hygrometersqty 6
Flashlightsqty 6
Price list holdersqty 35
Registration formsqty 150
Clipboardsqty 10
Ballpoint pensqty 30
Printer paperqty 500
Cash boxqty 2
Change boxesqty 2
Animal transport cratesqty 6
Partition curtainsqty 12

Lighting

LED light stringsqty 8
Work lightsqty 4

Decorations

Stand number signsqty 30
Information boardsqty 8
Route signsqty 10
Name badgesqty 100
Badge holdersqty 100
Tableclothsqty 35
Arrow stickersqty 30

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving utensilsqty 12
Kettlesqty 3

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleaner
Hand soap dispensersqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea assortment - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 12 bags
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Coffee filters - 200 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Rubber gloves - 12 pairs
- Sandwiches - 120 pieces
- Mini croissants - 100 pieces
- Herb cheese - 8 tubs
- Hummus - 8 tubs
- Young cheese - 4 kilos
- Back ham - 3 kilos
- Chicken breast topping - 3 kilos
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Grapes - 6 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cookies - 8 packs
- Muesli bars - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Bread bags - 200 pieces

Tips

Plan one standing table or beer table for each exhibitor space, then add a few folding chairs and bar stools where sellers need to work for several hours. Confirm the final exhibitor count before ordering or collecting furniture.
Allow at least one reception desk, cash register tablet, and card machine for the entrance. If you will accept cash, prepare change before opening rather than waiting until the first sales are made.
Check how many powered areas the venue provides before gathering extension cords and power strips. Keep work lights, LED light strings, fans, digital thermometers, and hygrometers assigned to specific stalls or zones.
For coffee and catering, count reusable drinking glasses, coffee cups, plates, cutlery sets, serving platters, and serving spoons for the expected attendance, then add a small reserve for breakage and extra servings.
Prepare stand number signs, route signs, information signs, name badges, and price lists before setup day. A handheld microphone, speakers, and flashlights are easy to overlook but useful when announcements, sound checks, or late packing take place.

Frequently asked questions

What do I need for a terrarium fair stall?: Each stall typically needs a display surface, a stand number sign, a price list, and suitable lighting. Add a folding chair or bar stool if the exhibitor will be selling throughout the day, and check whether the stall needs a power connection.
How many tables do I need for a terrarium fair?: Start with one standing table or beer table per confirmed exhibitor space, based on the booth layout. Add reception, catering, and payment tables separately; they should not be taken from the exhibitor count at the last minute.
What equipment is easy to forget at a terrarium fair?: Power strips, extension cords, work lights, digital thermometers, hygrometers, and flashlights are commonly missed. Check them at least 3 days before the fair and test powered equipment in the actual stall areas where possible.
How much catering equipment do I need for a terrarium fair?: Count one cup, plate, and cutlery set per planned serving, then add a reserve of about 10% if attendance is uncertain. Prepare coffee pots and thermos flasks for the full service period, and confirm dietary requirements before buying food.

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