What you need for a toy fair

A toy fair needs more than tables for sellers. You also need a clear registration point, numbered pitches, display furniture, good lighting and a way to take payments without creating queues. Plan supplies around the number of vendors and visitors, then add a small buffer for replacements and late arrivals. This shopping list covers the practical items people often remember only after the hall opens, including power, labels, storage and refreshments.

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What to bring

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

Furniture

Foldable tablesqty 40
Chairsqty 80
Registration desk
Stoolsqty 6
Clothes racksqty 6
Shelving unitsqty 4
Storage boxesqty 12
Tableclothsqty 40

Equipment

Sound system
Microphoneqty 2
Laptopsqty 2
Payment terminalsqty 2
Power stripsqty 8
Extension cordsqty 10
Charging cablesqty 6
Glue gun
Tape dispensersqty 4

Lighting

LED lampsqty 8
Desk lampsqty 4
Light standsqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Toy postersqty 12
Table décorqty 12
Decorative arrowsqty 20
Bulletin board cardsqty 4
Table numbersqty 40

Administration

Registration formsqty 100
Visitor passesqty 300
Name stickersqty 150
Ballpoint pensqty 20
Clipboardsqty 6
Envelopesqty 100
Cash tray insertsqty 2
Cash box
Coupon bookletsqty 4
Calculatorsqty 2

Signage

Information boardsqty 6
Wayfinding signsqty 12
Signs on standsqty 8
Price tagsqty 500
Chalkboardsqty 4

Catering

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Drink dispensersqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Sugar bowlsqty 4
Milk jugsqty 4
Serving traysqty 8

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12
Pliersqty 6
Measuring cupsqty 2

Cleaning

Waste binsqty 10
Vacuum cleaner
Broomqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 3

Groceries

Groceries
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Salty pretzels - 4 bags
- Snack mix - 4 bags
- Popcorn - 4 bags
- Mini butter cookies - 6 packs
- Ladyfingers - 4 packs
- Breakfast cake - 3 packs
- Mini muffins - 6 boxes
- Unsalted butter - 2 packs
- Cheese slices - 2 packs
- Ham slices - 2 packs
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 4 trays
- Carrots - 3 bags
- Grapes - 4 kilograms
- Apples - 40 pieces
- Mandarins - 40 pieces
- Bananas - 30 pieces
- Wholemeal bread - 6 loaves
- White casino bread - 6 loaves
- Mini croissants - 4 dozen
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Sandwich bags - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 8 packs
- Wooden stirrers - 500 pieces
- Coffee filters - 2 packs
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Paper tissues - 10 packs
- Freezer bags - 2 boxes
- Plastic gloves - 2 boxes
- Disinfectant wipes - 4 packs
- Chewing gum - 6 packs
- Candy drop - 4 bags
- Honey - 2 squeeze bottles
- Lemon juice - 2 bottles
- Cinnamon - 1 jar
- Pepper - 1 jar
- Salt - 1 pack
- Paper straws - 200 pieces
- Napkin Dispensers - 4 packs
- Food storage containers - 12 pieces
- Ice cubes - 8 bags
- Disposable lighters - 2 pieces
- Label stickers - 4 rolls
- Waterproof Markers - 2 boxes
- Tape - 10 rolls
- Double-sided tape - 4 rolls
- Rope - 2 rolls
- Rubber bands - 2 bags
- Paper gift bags - 100 pieces
- Paper shreds - 2 packs

Tips

Allow one table per vendor pitch unless your vendor form specifies otherwise, and add at least 10% extra tables for registration, information and unexpected layout changes. Bring tablecloths in the same proportion so spare tables do not look unfinished.
Plan one chair per seated volunteer and vendor who needs one, plus 2–4 extra chairs at the registration desk. Stools and clothes racks are easy to overlook when sellers bring clothing, boxed sets or larger toy collections.
Give the registration desk a laptop, registration forms, visitor passes, pens and a payment terminal. Pack charging cables and at least two power strips before leaving; finding a free socket after setup has started wastes time.
Use table numbers, booth numbers, a printed floor plan and decorative arrows together. Print roughly 10% more signs and forms than your confirmed vendor count so last-minute changes do not leave a pitch unlabelled.
Prepare drinks before opening and chill them in time for the first volunteer shift. Keep storage boxes, tape dispensers, glue, extension cords and LED or desk lamps together in one clearly marked box rather than scattering them among the display supplies.

Frequently asked questions

How many tables do I need for a toy fair?: Start with one foldable table for each confirmed vendor pitch. Add at least 10% extra, plus one registration table and any separate tables needed for refreshments or information.
What should I bring for toy fair registration?: Bring a registration desk, laptop, registration forms, visitor passes, pens and a payment terminal. Pack enough forms for every expected vendor and visitor, plus about 10% spare copies.
How many chairs are needed at a toy fair?: Provide one chair for each volunteer or vendor who will be seated, then add 2–4 spare chairs for the registration area and last-minute needs. Stools can replace chairs where space behind a display is limited.
When should I prepare the toy fair supplies?: Finish shopping and check the equipment at least 3–5 days before the fair. Chill drinks, charge laptops and payment terminals, and pack boxes on the day before setup so opening the hall is not delayed.

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