Toy Fair Shopping List: What to Buy and Bring

A toy fair needs more than tables for sellers. You also need a clear registration point, working payment equipment, visible signs, safe power access and enough supplies for a busy selling period. Use the number of vendors and expected visitors to scale this list: plan one seller table per reservation, one registration table per entrance and at least one waste bin for every 50 guests. Buy or collect the easy-to-forget items early, especially extension cords, table numbers, label supplies and backup payment options.

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What to bring

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

Furniture

Tablesqty 40
Chairsqty 60
Registration tablesqty 2
Coat racksqty 2
Stoolsqty 6
Tableclothsqty 40
Waste binsqty 8

Equipment

Cash registersqty 2
Card machinesqty 2
Cash boxesqty 4
Extension cordsqty 6
Power stripsqty 8
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Handheld megaphonesqty 2
Walkie-talkiesqty 6
Label printersqty 2
Staplersqty 4
Tape dispensersqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Welcome signsqty 2
Vendor signsqty 40
Table numbersqty 40
Directional signsqty 12
Sticky tackqty 6
Ropeqty 2

Lighting

LED lampsqty 6
Batteriesqty 24

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Tea glassesqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Cooling platesqty 4
Serving plattersqty 8

Cleaning

Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Hand broomsqty 3
Cleaning glovesqty 12

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee creamer - 2 bottles
- Stir sticks - 200 pieces
- Teaspoons - 100 pieces
- Unsalted butter - 2 packs
- Mini currant buns - 60 pieces
- Mini croissants - 60 pieces
- Cheese slices - 2 packs
- Ham slices - 2 packs
- Hummus - 2 tubs
- Cucumber - 4 pieces
- Cherry tomatoes - 3 trays
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted sticks - 3 bags
- Cookies - 5 packs
- Muesli bars - 40 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Garbage bags - 3 rolls
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan one table and one chair for each confirmed vendor, then keep at least two spare chairs available for registration, volunteers or visitors. Cover seller tables with tablecloths if the venue tables are worn or mismatched.
Prepare one registration setup for each public entrance: a registration table, welcome sign, admission supplies and a cash register or card machine. Bring one money box per staffed payment point and keep change separate from admission records.
Allow one extension cord and one power strip for every powered table area, rather than running a single overloaded cable across the room. Test card machines, label printers, coffee machines and LED lights at least one day before the fair.
Give every vendor a table number and a visible seller sign before doors open. Pack extra tape, sticky tack, string, staplers and label rolls; these small supplies are usually needed when last-minute sellers change places.
For a four-hour fair, prepare roughly two drinks per volunteer or vendor for the first two hours and keep coolers available for storage. Put one waste bin near registration, one near refreshments and additional bins where queues or seating collect.

Frequently asked questions

What do I need for a toy fair?: Bring tables, chairs, tablecloths, seller signs, table numbers, welcome and directional signs, payment equipment, cash boxes, extension cords, power strips, waste bins and basic fixing supplies. Add registration furniture, refreshments equipment and lighting according to the venue and expected attendance.
How many tables do I need for a toy fair?: Plan one seller table for every confirmed vendor, plus one registration table per entrance. Keep two or three spare tables if late registrations, displays or a refreshment station are possible.
How much payment equipment should I bring to a toy fair?: Use at least one payment point for every 75 to 100 expected visitors, with one cash box or card machine at each staffed point. Test all card machines the day before and bring a backup payment method in case power or connectivity fails.
When should I buy supplies for a toy fair?: Buy reusable equipment and printed signs at least two weeks before the fair. Check quantities and test powered equipment seven days before, then pack consumables such as tape, labels, batteries and drinks no later than the day before.

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