What you need for a village street fair

A village street fair needs more than stalls and tables. You also need practical supplies for serving food and drinks, keeping items cool, taking payments, preparing snacks and working safely after dark. Start by counting booth holders, volunteers and visitors, then buy or reserve equipment around those numbers. The items below cover the details organisers often leave until the last few days, including cups, cash boxes, extension cords, ice packs and storage containers.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 24
Tablesqty 12
Folding chairsqty 48
Bar stoolsqty 8
Foldable tablesqty 4
Booth panelsqty 12
Clothes racksqty 8
Storage cratesqty 20

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Bowlsqty 20
Serving spoonsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Extension cordsqty 6
Power stripsqty 8
Rechargeable lampsqty 12
Payment terminalsqty 4

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Thermos flasksqty 8
Water jugsqty 6
Measuring cupsqty 4
Serving tongsqty 10
Food storage containersqty 20
Ice packsqty 30

Decorations

Buntingqty 12
Balloonsqty 200
Tableclothsqty 20
Chalkboardsqty 12
Directional signsqty 10
Plantersqty 12

Lighting

String lightsqty 8
LED lightsqty 16
Batteriesqty 32

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Toilet brushesqty 4
Hand soap dispensersqty 6

Safety

Crowd control barriersqty 20
Traffic conesqty 24
Traffic signsqty 8
Cable matsqty 12
Fire extinguishersqty 4
First aid kitsqty 2
Work glovesqty 12

Information desk

Information desk
Clipboardsqty 6
Pensqty 24
Notepadsqty 6
Floor plansqty 300
Wristbandsqty 300
Cash boxesqty 4
Change boxesqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweetener - 300 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 4 crates
- Beer - 8 crates
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Lemonade syrup - 3 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini rolls - 300 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 3 kilos
- Brie - 2 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 2 kilos
- Arugula - 8 bags
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Lemons - 3 kilos
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Salted peanuts - 5 bags
- Party nuts - 5 bags
- Cheese sticks - 8 packs
- Cookies - 12 packs
- Cake - 12 pieces
- Apple pie - 6 pieces
- Brownies - 8 boxes
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 kilo
- Pepper - 2 mills
- Olive oil - 2 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Coffee filters - 200 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Trash bags - 150 pieces
- Freezer bags - 4 boxes
- Ziplock bags - 4 boxes
- Labels - 300 pieces
- Highlighters - 12 pieces

Tips

Plan one market stall or booth setup for each confirmed holder, then add at least one spare table for shared supplies, registration materials or overflow. Reserve tents early if the forecast is uncertain.
For drinks, allow two to three servings per person during the first hour, plus extra water. Chill drinks before the fair and keep backup stock in coolers with ice packs rather than relying on one refrigerator.
Count serving items by expected users, not just by vendors: reusable cups, coffee cups, plates, cutlery sets and bowls should cover one busy serving period, with a reserve for dropped or misplaced items.
Check every powered item at least 48 hours beforehand. Count coffee machines, kettles, payment terminals and rechargeable lamps, then match them with enough extension cords and power strips for the booth layout.
Prepare cash boxes and order cash several days before the fair, not on the morning itself. Keep food storage containers, serving tongs, cutting boards and paring knives together so snack preparation does not depend on a last-minute kitchen run.

Frequently asked questions

What should I buy for a village street fair?: Plan for stalls, tables, chairs, tents, reusable serving items, coolers, ice packs, food-preparation tools, lighting and payment equipment. Count each item against the number of booth holders and expected visitors, then add a small reserve for cups, plates and cutlery.
How many cups and plates do I need for a street fair?: Allow at least one serving item per expected guest during a busy serving period, plus 10–15% extra. If 100 people may eat or drink at once, prepare roughly 110–115 cups, plates and cutlery sets, adjusted for the menu.
When should I order cash for a village fair?: Order or collect the cash several days before the event, ideally at least 48 hours in advance. Prepare separate cash boxes before setup and keep a written record of the amount placed in each one.
How early should I reserve tents and market stalls?: Reserve tents, market stalls, tables and chairs as soon as the booth layout and holder registrations are confirmed. Aim for at least two weeks before the fair, and check the forecast again 48 hours before setup.

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.