What you need for a toy swap fair
A toy swap fair needs more than tables for the toys. You will need clear category signs, name badges, bins or storage, a reception point and enough serving equipment for the drinks and snacks. Plan the quantities around your guest list, then check power access before bringing coffee machines, kettles or a microphone. This list covers the items most often forgotten until setup day, including labels, extension cords and equipment for keeping refreshments cold.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 30
- Clothes racksqty 4
- Folding benchesqty 2
- High tablesqty 3
- Storage cabinetsqty 2
- Changing matsqty 4
- Coat racksqty 2
Equipment
- Coolersqty 3
- Kettlesqty 2
- Coffee machinesqty 2
- Extension cordsqty 4
- Power stripsqty 4
- Handheld microphone
- Label printer
- Tabletsqty 2
- Chargersqty 4
Tableware
- Reusable cupsqty 100
- Coffee cupsqty 40
- Platesqty 60
- Cutlery setsqty 60
- Serving spoonsqty 6
- Pouring jugsqty 4
Decorations
- Buntingqty 6
- Tableclothsqty 10
- Balloonsqty 50
- Balloon pump
- Directional signsqty 8
- Category cardsqty 12
- Name badgesqty 100
Kitchen
- Cutting boardsqty 3
- Bread knivesqty 2
- Serving plattersqty 8
- Serving traysqty 4
- Teaspoonsqty 40
- Thermos flasksqty 4
- Ice packsqty 12
- Plastic storage containersqty 10
Cleaning
- Dustpan and brushqty 2
- Broomqty 2
- Mop setsqty 2
- Bucketsqty 3
- Hand broomqty 2
Catering
- Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Multifruit juice - 4 packs
- Sparkling water - 6 bottles
- Still water - 8 bottles
- Lemons - 6 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salty breadsticks - 3 bags
- Popcorn - 3 bags
- Mini butter cookies - 4 packs
- Gluten-free cookies - 2 packs
- Vegan cookies - 2 packs
- Apples - 4 kilos
- Bananas - 3 kilos
- Grapes - 3 kilos
- Cucumbers - 4 pieces
- Cherry tomatoes - 4 trays
- Carrots - 3 bags
- Hummus - 4 tubs
- Ketchup - 1 bottle
- Mayonnaise - 1 jar
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfecting wipes - 3 packs
- Sponges - 6 pieces
- Rubber gloves - 6 pairs
Tips
- Set aside one reception table, two chairs and a visible set of category cards for check-in. Bring at least one spare pack of name badges and pens so late arrivals do not hold up registration.
- Allow one swap table or clearly marked section for each toy category, plus one extra table for items that need checking. Use bins or storage cabinets for small toys and keep a separate area for toys waiting for collection.
- For refreshments, plan two reusable cups per guest if you are not washing them during the event. Add coffee cups, plates, cutlery, serving spoons and pouring jugs before packing the food.
- Count power points before the day and pack one extension cord and power strip for each cluster of powered equipment. Charge the handheld microphone and any electronics the evening before, then test them at the venue.
- Put up arrows and category signs before guests arrive, not after the first toys are placed. Pack tablecloths, bunting, balloons and the balloon pump together, and bring mats if children will browse toys on the floor.
Frequently asked questions
- How many tables do I need for a toy swap fair?
- Plan one swap table or clearly marked section per toy category, then add one reception table and one table for refreshments. For a small fair with four categories, start with six tables and add more if registrations exceed 30 people.
- How many cups and plates do I need for a toy swap?
- Prepare two reusable cups per guest, one plate per guest, and one set of cutlery per guest. For 40 attendees, that means 80 cups, 40 plates and 40 cutlery sets, with extra serving utensils for shared food.
- When should I prepare the signs and labels?
- Print the toy guidelines, category cards, price lists and arrow signs at least two days before the fair. Pack them with tape or other mounting supplies so setup does not depend on a last-minute shop visit.
- How much drinks and food should I buy for a toy swap fair?
- For the first hour, allow two to three drinks per person, then about one drink per person for each additional hour. Buy enough snacks for one portion per guest, plus 10% extra for children who arrive without a confirmed registration.
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.
Use this planFree to start — no credit card.