What to Buy for a Textile Fair

A textile fair needs more than fabric and clothing displays. You will need tables, racks, mirrors, lighting or power access, payment equipment and clear booth materials so exhibitors can set up without delays. Check the venue before shopping: the number of exhibitors determines how many tables, chairs, extension cords and power strips you need. Use this list alongside the plan to organise purchases, borrowed items and last-minute supplies.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 40
Clothes racksqty 12
Foldable tablesqty 4
Coat racksqty 2
Mirrorsqty 4
Stoolsqty 8
Tableclothsqty 18

Textiles

Fabric rollsqty 30
Fabric swatchesqty 120
Lace and Ribbonqty 20
Yarn skeinsqty 40
Yarn Bobbinsqty 60
Clothingqty 80
Vintage textilesqty 40
Textile booksqty 30
Mannequinsqty 4
Mannequinsqty 6
Presentation boardsqty 12

Equipment

Ironsqty 3
Ironing boardsqty 3
Sewing machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Sound system
Microphoneqty 2
Payment terminalqty 2
Cash register
Laptopsqty 2
Camera

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 6
Batteriesqty 24

Decorations

Fabric bannersqty 6
Buntingqty 10
Flower arrangementsqty 6
Table décorqty 12
Chalkboardsqty 8
Presentation boardsqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Teapotsqty 3

Kitchen

Kettlesqty 3
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Knivesqty 4
Serving spoonsqty 6

Registration

Name badgesqty 250
Badge holdersqty 250
Registration formsqty 250
Wristbandsqty 250
Pensqty 30
Small change traysqty 3
Cash box
Clipboard foldersqty 6

Paper goods

Program flyersqty 300
Route mapsqty 250
Exhibitor signsqty 30
A4 paperqty 2
Labelsqty 300
Adhesive tapeqty 12
Scissorsqty 8
Staplersqty 3

Tools

Measuring tapesqty 8
Fabric scissorsqty 12
Pin cushionsqty 6
Sewing kitsqty 6
Cable tiesqty 100
Hammerqty 2
Screwdriversqty 2

Cleaning

Waste binsqty 10
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 12 pieces
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Cookies - 8 packs
- Butter cookies - 4 packs
- Oat Bars - 6 boxes
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Grapes - 5 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Mini wraps - 120 pieces
- Hummus - 8 tubs
- Cream cheese - 8 tubs
- Sliced cheese - 3 kilogram
- Cucumber - 12 pieces
- Cherry tomatoes - 4 kilograms
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Napkins - 500 pieces
- Stirrers - 300 pieces
- Paper cups - 300 pieces
- Coffee filters - 2 packs
- Ice cubes - 10 bags
- Trash bags - 50 pieces
- Pedal bin liners - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Sponges - 12 pieces
- Nitrile gloves - 3 boxes

Tips

Allow one main table or foldable table per exhibitor, then add a smaller display surface where sellers have fabric rolls, yarn or accessories. Confirm the final exhibitor count before buying or borrowing furniture.
Provide at least one clothing rack and several hangers for each exhibitor selling garments. Add mirrors and stools to the shopping list if visitors need to try on or inspect clothing comfortably.
Group textile stock by display type: fabric rolls, swatches, lace, ribbon, yarn, vintage textiles and books. Bring labels and display boards so visitors can identify materials without opening every box.
Check power requirements at least one week before the fair. Irons, sewing machines, laptops and payment terminals may need separate extension cords or power strips to avoid overloading one outlet.
Prepare payment supplies before the venue opens: test the payment terminal, charge backup devices and bring the cash register. Keep a small amount of change ready if cash payments are accepted, and pack receipt paper if required.

Frequently asked questions

What should I buy for a textile fair?: Plan for display furniture, clothing racks, chairs, mirrors, tablecloths, textile materials, labels, power supplies and payment equipment. The exact quantities depend on the number of exhibitors, so confirm the final placement before shopping.
How many tables do I need for a textile fair?: Start with one main table or foldable table per exhibitor, then add extra tables for shared demonstrations or registration. Confirm the booth layout at least 7 days before the event so you can source missing furniture in time.
How many extension cords are needed for a textile fair?: Count every powered station, including irons, sewing machines, laptops and payment equipment, then provide at least one suitable extension cord per station. Add 10% extra cords or power strips as backup.
When should I buy supplies for a textile fair?: Buy or reserve furniture and specialist equipment 2 to 3 weeks before the fair. Purchase consumable items, labels and payment supplies at least 3 days before setup, leaving time to replace anything missing.

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