Toy Fair Shopping List

A toy fair needs more than tables for sellers. You also need a clear payment point, price tags, signage, power access, refreshments and equipment for moving stock. This shopping list covers the practical items that help exhibitors set up and visitors find their way around. Check quantities against your floor plan and the number of stands before buying or collecting anything.

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What to bring

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

Furniture

Foldable tablesqty 30
Chairsqty 40
Beer tablesqty 4
Stoolsqty 6
Clothes racksqty 4
Cash desk table
Catering tableqty 2
Waste binsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 2
Walkie-talkiesqty 4
Handheld microphone
Speakersqty 2
Laptop
Printer
Hand truck

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Serving jugsqty 4
Thermos flasksqty 4
Pliersqty 6

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Tableclothsqty 12
Table signsqty 30
Information boardsqty 6
Directional signsqty 12
Barrier tapeqty 4
Chalkboardsqty 4
Table numbersqty 30

Lighting

LED lampsqty 8
Mood lightingqty 4
Flashlightsqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 2
Storage binsqty 8
Measuring cupsqty 2
Kitchen towelsqty 12
Serving spoonsqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Cocoa powder - 2 packs
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Paper napkins - 8 packs
- Stirrers - 500 pieces
- Cardboard snack trays - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Coffee filters - 2 packs
- Paper straws - 300 pieces
- Mini rolls - 120 pieces
- Currant buns - 60 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 8 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Popcorn - 6 bags
- Cookies - 10 packs
- Mini muffins - 100 pieces
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Lemons - 2 kilos
- Ice cubes - 10 bags
- Coffee creamers - 300 pieces
- Sandwich bags - 300 pieces
- Food containers - 40 pieces
- Trash bags - 4 rolls
- Organic waste bags - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 8 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Disposable gloves - 4 boxes
- Bandages - 2 boxes
- AA batteries - 2 packs
- AAA batteries - 2 packs
- Printer paper - 2 packs
- Printer ink - 1 set
- Ballpoint pens - 3 boxes
- Highlighters - 2 sets
- Permanent markers - 2 sets
- Adhesive tape - 8 rolls
- Double-sided tape - 4 rolls
- Kneadable eraser - 2 packs
- Rope - 2 rolls
- Cable ties - 200 pieces
- Name stickers - 150 pieces
- Admission tickets - 500 pieces
- Wristbands - 500 pieces
- Envelopes - 100 pieces
- Cash bags - 20 pieces
- Cash register receipts - 4 rolls
- Labels - 500 pieces
- Price stickers - 1000 pieces

Tips

Plan at least one table or display surface per stand, then add a separate cash desk table and catering table. Confirm the final exhibitor count before ordering furniture.
Set aside one card machine for each payment point and arrange cash change in advance. Keep the cash desk away from the entrance so queues do not block arriving visitors.
Allow one extension cord and power strip for each area that needs electricity, including coffee machines, kettles, printers and card machines. Test every cable before setup day.
Prepare price tags, table numbers and printed signs before exhibitors arrive. Print a few spare copies of each sign because directions and stand numbers are commonly changed at the last minute.
Bring a hand truck for boxes and toy stock, plus walkie-talkies for volunteers if the venue has separate rooms. Put waste bins near the entrance, refreshment area and exit rather than relying on one central bin.

Frequently asked questions

What do I need for a toy fair?: You need display furniture, price tags, table numbers, payment equipment, signage, power supplies and refreshments. Include at least one cash desk, printer, card machine and waste bin for the shared event areas.
How many tables do I need for a toy fair?: Start with one table or display surface per confirmed stand, then add tables for the cash desk and catering area. Finalise the quantity after exhibitor registration closes, ideally at least 7 days before the fair.
How much cash change should I bring to a toy fair?: Prepare enough small notes and coins to cover the first few sales at every cash point, based on expected visitor numbers and typical toy prices. Count and separate the change the day before the event.
When should I buy supplies for a toy fair?: Buy disposable and printed supplies 3 to 7 days beforehand, and confirm rented furniture and equipment at least 2 weeks ahead. Check the full shopping list again on the day before setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.