What to Bring to a Toy Swap Fair

A toy swap fair needs more than tables for displaying toys. You’ll need clear category signs, containers for sorting donations, labels for exchange points, and a simple setup for checking battery-powered items. Plan serving equipment for coffee, tea, drinks and snacks, plus printed visitor information and directional signs. This shopping list covers the practical supplies that are easy to overlook when several volunteers are sorting, testing and presenting toys at the same time.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 30
Tableclothsqty 10
Toy binsqty 18
Storage cratesqty 12
Presentation basketsqty 8
Shopping cartsqty 2
Bollardsqty 6

Tableware

Reusable cupsqty 80
Coffee mugsqty 40
Platesqty 50
Cutlery setsqty 50
Serving traysqty 4

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 4
Label maker
Test batteriesqty 20
Scissorsqty 8
Tape holdersqty 6
Clipboardsqty 6
Ballpoint pensqty 30
Markersqty 12
Cross wrenchesqty 2
Measuring tapesqty 2

Decorations

Welcome banner
Category signsqty 12
Directional signsqty 8
Plate standsqty 10
Table numbersqty 10

Kitchen

Thermos flasksqty 4
Coolersqty 3
Kettlesqty 2
Cutting boardsqty 2
Bread knivesqty 2
Pliersqty 4
Pouring bottlesqty 4
Measuring cupsqty 2
Ice packsqty 12
Food storage containersqty 6

Catering

Exchange voucher cardsqty 300
Name stickersqty 150
Reusable shopping bagsqty 100
Donation box
Groceries
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Mineral water - 12 bottles
- Sparkling water - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemonade syrup - 2 bottles
- Coffee spoons - 2 packs
- Stir sticks - 2 packs
- Napkins - 6 packs
- Tea bags - 2 boxes
- Butter cookies - 6 packs
- Whole grain cookies - 6 packs
- Muesli bars - 50 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Rice cakes - 4 packs
- Hummus - 6 tubs
- Cucumber - 6 pieces
- Carrots - 3 kilos
- Mini rolls - 100 pieces
- Sliced cheese - 3 kilo
- Halal Chicken Breast - 2 kilos
- Jam - 3 jars
- Peanut butter - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Rubber gloves - 2 boxes

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12
Disinfectant wipesqty 4

Tips

Prepare separate bins or crates for toys waiting to be checked, approved toys, and items that cannot be exchanged. This prevents untested or damaged toys from reaching the display tables.
Bring spare batteries for testing battery-powered toys before the fair starts. Test items during sorting rather than waiting until visitors are choosing toys.
Use one table number and category sign for each exchange area, with extra labels available for last-minute sorting changes. A label maker makes replacements much quicker.
Set aside enough reusable cups, coffee mugs, plates and cutlery for the expected visitors and volunteers, then add a small reserve. Drinks and snacks are often served while the main tables are busy.
Pack extension cords, power strips and pliers with the testing equipment, and check cable routes before visitors arrive. Keep cables away from entrances, exits and shopping-cart paths.

Frequently asked questions

What supplies do I need for a toy swap fair?: Bring display tables, chairs, tablecloths, toy bins or storage crates, category signs, table numbers, labels, exchange vouchers and directional signs. You’ll also need equipment for testing battery toys, plus cups, mugs, plates and serving items for drinks and snacks.
How many tables do I need for a toy swap fair?: Use at least one table for each main toy category, plus a separate area for intake, checking and approved toys. Add one extra table for refreshments or registration if the visitor list and exchange process are handled at the entrance.
How many spare batteries should I buy for a toy swap?: Keep at least one replacement set for every battery type used by the donated toys, and buy a second set for the types you expect to test most often. Test batteries should be available before sorting begins, not on the morning of the fair.
What should I prepare for drinks at a toy swap fair?: Provide reusable cups for cold drinks, coffee mugs, thermos flasks, kettles and coolers. Set out plates, cutlery and serving trays for snacks, and prepare the drinks before doors open so volunteers are not leaving the welcome desk during arrivals.

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