What you need for a toy fair

A toy fair needs more than tables for sellers. You will also need clearly numbered stalls, storage for stock, a reception point, signs for visitors and practical equipment for drinks and payments. Check quantities against your confirmed vendor and visitor numbers before shopping. Arrange deliveries and borrowed items at least one week ahead, so missing extension cords, cups or tablecloths do not delay setup on the day.

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What to bring

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

Furniture

Tablesqty 20
Chairsqty 45
Shelving unitsqty 6
Clothes racksqty 4
Reception folding table
Catering folding tableqty 2
Stoolsqty 6
Storage cratesqty 12
Waiting postsqty 4

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Thermos flasksqty 4

Equipment

Kettlesqty 2
Coolersqty 3
Cash register
Cash box
Power stripsqty 6
Extension cordsqty 6
Handheld microphone
Batteriesqty 12

Decorations

Tableclothsqty 20
Trade show bannersqty 3
Directional signsqty 8
Booth numbersqty 20
Name badgesqty 30
Balloonsqty 40
Balloon ribbonqty 2
Tapeqty 6
Ropeqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 4
Coffee scoopsqty 2
Bottle openersqty 2
Cooling platesqty 4

Cleaning

Waste binsqty 6
Broom setsqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6
First aid kit

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 80 pieces
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Still water - 8 bottles
- Sparkling water - 6 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemonade - 4 liters
- Mini rolls - 80 pieces
- Unsalted butter - 2 packs
- Young cheese - 1 kilo
- Back ham - 750 grams
- Chicken breast topping - 750 grams
- Hummus - 3 tubs
- Cucumber - 4 pieces
- Tomatoes - 1 kilo
- Lettuce - 2 heads
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Cheese cookies - 3 packs
- Salty breadsticks - 3 packs
- Cookies - 5 packs
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Gluten-free rolls - 10 pieces
- Vegan spread - 2 tubs
- Paper napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 3 packs
- Hand soap - 3 bottles

Tips

Plan one vendor table or stall space per confirmed seller, then add at least two spare tables for reception, catering and unexpected needs. Confirm the final count before buying or collecting furniture.
Allow one chair per seated vendor and provide stools only where a stall layout requires them. Count shelving units, clothes racks and storage crates by the type of toys vendors have confirmed.
Prepare one complete reception setup: a folding table, cash register, cash box, name badges, printed vendor information and a clear place for registrations. Test the payment equipment before doors open.
For the coffee corner, count cups, reusable cups, plates, cutlery and serving platters for your expected visitor flow rather than only the number of vendors. Have at least two thermos flasks and enough kettles to refill without a long queue.
Buy or collect power strips, extension cords and spare batteries several days before the fair. Test the microphone, check that signs and booth numbers are printed, and pack all small items together so they are not left behind.

Frequently asked questions

How many tables do I need for a toy fair?: Start with one table or allocated stall space for each confirmed vendor. Add one reception table and one catering table, plus two spare tables if the venue has room for last-minute changes or extra stock.
What should I buy for a toy fair coffee corner?: Provide coffee cups or reusable cups, plates, cutlery sets, serving platters, thermos flasks and kettles. For a first-hour estimate, allow two drinks per expected visitor, then add 10% for staff, vendors and refills.
When should I prepare the toy fair shopping list?: Make the first list as soon as vendor recruitment starts, then check it again after registrations close. Finish shopping and confirm borrowed equipment at least three days before the fair.
What signage is needed at a toy fair?: Prepare directional signs for the entrance and key routes, booth numbers for every vendor space, and trade show banners where visitors need an overview. Print the final set at least one day before setup.

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