What you need for a vintage fair

A vintage fair needs more than tables and display space. You will also need equipment for stallholders to present and sell items, clear signs for visitors, and a simple coffee and tea setup for breaks. Buy or gather consumables early, especially price labels, name badges, printed materials and drinks. Use the confirmed number of stalls, volunteers and visitors to adjust quantities rather than ordering everything at the last minute.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 40
Clothes racksqty 12
Display cubesqty 20
Full-length mirrorsqty 4
Coat racksqty 2
Tableclothsqty 24

Equipment

Cash register
Payment terminalqty 2
Tablet
Printer
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Handcartqty 2
Glue gun

Tableware

Reusable cupsqty 120
Coffee mugsqty 40
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6
Serving tongsqty 6

Decorations

Table signsqty 30
Direction signsqty 12
Postersqty 20
Price labelsqty 500
Name badgesqty 50
Lanyardsqty 30
Clipboardsqty 4
Flyersqty 500
Clothespinsqty 100
Barrier tapeqty 2

Lighting

LED work lightsqty 12
Desk lampsqty 12

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 2

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand sanitizer stationsqty 4
Storage cratesqty 12

Catering

Groceries
- Coffee - 3 kilos
- Tea bags - 200 pieces
- Coffee filters - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Spa Blauw - 120 bottles
- Spa Red - 48 bottles
- Cola - 48 cans
- Cola Zero - 48 cans
- Sinas - 24 cans
- Apple juice - 12 cartons
- Sparkling juice - 12 bottles
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cookies - 8 packs
- Brownies - 60
- Mini muffins - 60 pieces
- Apples - 8 kilos
- Grapes - 5 kilos
- Bananas - 5 kilo
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Baby carrots - 4 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant - 4 bottles
- Dish soap - 2 bottles
- Sponges - 10 pieces
- Rubber gloves - 6 pairs

Tips

Plan one tablecloth, a set of price labels and a table sign for each stall, then add at least 10% extra labels for handwritten changes and lost pieces.
For a busy selling area, prepare one payment terminal and one cash register per payment point. Charge the terminal fully the night before and keep a cash float ready before doors open.
Provide one name badge and lanyard for every organiser, volunteer and stallholder, plus 10% spare badges for replacements or late additions.
For a four-hour fair, allow roughly two hot drinks per volunteer and stallholder. Prepare reusable cups or mugs, serving trays, tongs and enough plates and cutlery for the food you are serving.
Check power needs at least one week ahead. Match extension cords and power strips to the payment equipment, tablet, printer and any stall equipment, and bring a handcart for moving tables, chairs and coolers.

Frequently asked questions

What should I buy for a vintage fair?: Start with display furniture, tablecloths, clothes racks, mirrors, price labels and stall signs. Add payment equipment, extension cords, visitor signage, badges, flyers and coffee and tea supplies.
How many tables do I need for a vintage fair?: Plan at least one table for each confirmed stall, then add 10% if space allows for shared displays or replacements. Confirm the final table count after collecting stall preferences and assigning pitches.
How much cash should I prepare for a vintage fair?: Prepare a cash float for every cash register, with enough small notes and coins to make change for the lowest common prices. Finalise the amount at least one day before the fair after checking whether sellers take cash or card.
When should I buy supplies for a vintage fair?: Buy printed signs, badges, price labels and flyers at least one week beforehand. Purchase drinks and other consumables two to three days before the event, then check deliveries and pack materials per stall the day before.

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