What to Buy for a Toy Fair

A toy fair needs more than tables for vendors and chairs for visitors. You also need a reliable way to take payments, keep stallholders connected, serve refreshments, and manage cables, stock, and waste throughout the day. This shopping list covers the practical items that are easy to overlook, from coin trays and charging stations to storage crates and a wheelchair-accessible table. Check quantities against your floor plan, vendor count, and opening hours before shopping.

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What to bring

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

Furniture

Trade fair tablesqty 40
Folding chairsqty 80
Cash register tableqty 2
Coffee tableqty 2
Waste binsqty 12
Clothes racksqty 4
Storage cratesqty 20
Tableclothsqty 40
Wheelchair table
Party tentqty 2

Equipment

Payment terminalsqty 2
Cash registerqty 2
Coin traysqty 4
Sound system
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Walkie-talkiesqty 6
Label printer
Laptop
Printer
Cable reelsqty 4
Coolersqty 4
Handheld microphone stand

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 8
Water jugsqty 6

Decorations

Entrance bannersqty 2
Trade fair flagsqty 8
Directional signsqty 12
Table numbersqty 40
Name badgesqty 60
Wristbandsqty 300
Barrier tapeqty 4
Poster puttyqty 6

Lighting

LED light stringsqty 8
LED lampsqty 12
Night lightsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6
Ice packsqty 16

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning cart
Hand sanitizer standsqty 4

Catering

Groceries
- Ground coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 2 cans
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Still mineral water - 12 trays
- Sparkling mineral water - 6 trays
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemonade syrup - 2 bottles
- Ice cubes - 8 bags
- Mini ice pops - 100 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snack mix - 6 bags
- Pretzel sticks - 6 bags
- Popcorn - 6 bags
- Mini cookies - 8 packs
- Butter cookies - 5 packs
- Muesli bars - 60 pieces
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 6 kilos
- Mandarins - 5 kilos
- Mini rolls - 150 pieces
- White sandwich rolls - 60 pieces
- Whole wheat rolls - 60 pieces
- Currant buns - 40 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Butter - 2 kilos
- Cucumbers - 10 pieces
- Tomatoes - 5 kilos
- Arugula - 8 bags
- Bell peppers - 3 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Squeeze bottles of dressing - 3 bottles
- Salt - 1 tin
- Pepper - 1 can
- Paper napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- 60 liter trash bags - 100 pieces
- Trash bags 120 liters - 40 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Paper towels - 12 rolls
- Napkin dispensers - 6 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Bread bags - 2 boxes
- Food storage containers - 20 pieces
- Allergy stickers - 2 rolls

Tips

Plan one trade fair table for each confirmed vendor, then add a small reserve if the venue allows it. Match the number of chairs to vendors and volunteers rather than placing one at every stall automatically.
Prepare payment equipment before the event day: test each payment terminal, provide a cash register and coin trays, and reserve at least one charging station for phones or terminals.
Bring enough extension cords, power strips, and cable reels to reach every powered area without running cables across walkways. Secure and label cables during setup so vendors can identify the correct connection quickly.
Allow one storage crate per vendor or sales area where possible. Label crates before loading them so spare materials, printed lists, tablecloths, and personal stock do not get mixed together.
Buy refreshments based on attendance and opening hours, not just vendor numbers. Reusable cups, coffee cups, plates, cutlery, serving platters, coolers, and waste bins should be ready before the hall opens.

Frequently asked questions

What do I need to buy for a toy fair?: Start with one trade fair table per vendor, matching chairs, tablecloths, a cash register, coin trays, and payment terminals. Add power supplies, storage crates, waste bins, refreshments, reusable cups, and printed or labeling equipment for smooth event-day operations.
How many tables do I need for a toy fair?: Plan for one table per confirmed vendor, using the assigned table numbers and floor plan as your check. Add extra tables only for registration, payments, refreshments, or display areas, and confirm the final count before ordering or collecting furniture.
How much payment equipment is needed for a toy fair?: Provide at least one cash register and one payment terminal for each active payment point. Test the equipment no later than the day before the fair, and include coin trays plus charging access for devices that will be used continuously.
When should I prepare the toy fair shopping list?: Complete the first shopping-list check as soon as vendor numbers and the floor plan are settled, ideally at least one week before opening. Recheck quantities two to three days before the fair, then collect printed materials, equipment, and venue keys before setup begins.

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