What you need for a volunteer fair

A volunteer fair needs more than exhibitor tables and a welcome desk. Plan supplies for registration, booth setup, refreshments, name badges, movement through the venue and end-of-day cleanup. For each exhibitor, allow one table, two chairs and a clear way to display information. Add extras for volunteers, deliveries and unexpected changes so the event does not stall when equipment arrives late or attendance is higher than expected.

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What to bring

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

Furniture

Folding tablesqty 24
Chairsqty 120
Party tentsqty 4
Beer tablesqty 6
High tablesqty 8
Clothes racksqty 4
Bollardsqty 12
Transport cartsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Platesqty 120
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 120
Serving spoonsqty 12
Serving plattersqty 18
Serving tongsqty 12

Catering

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Drink dispensersqty 4
Thermos bottlesqty 6
Cutting boardsqty 6
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 4
Apronsqty 8
Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Tonic - 4 bottles
- Ice cubes - 20 kilograms
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Rice cakes - 6 packs
- Wholegrain crackers - 8 packs
- Cheese - 4 kilogram
- Young cheese - 2 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 2 jars
- Jam - 3 jars
- Chicken breast slices - 2 kilograms
- Cucumber spread - 2 kilogram
- Wholemeal bread - 18 loaves
- White rolls - 120 pieces
- Wholemeal rolls - 120 pieces
- Mini croissants - 120 pieces
- Mini muffins - 120 pieces
- Apple pie - 6 pieces
- Vegan muffins - 48 pieces
- Gluten-free crackers - 4 packs
- Gluten-free buns - 24 pieces
- Vegan sandwiches - 24 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- 60 liter trash bags - 100 pieces
- Trash bags 120 liters - 40 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 packs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Plastic containers - 100 pieces
- Wooden stirrers - 500 pieces
- Disposable teaspoons - 300 pieces
- Coffee filters - 3 packs
- Cooling packs - 30 pieces
- Balloons - 150 pieces
- Rope - 6 rolls
- Tape - 12 rolls
- Double-sided tape - 6 rolls
- Printer paper - 5 packs
- Print cartridges - 2 sets
- Pens - 50 pieces
- Permanent markers - 24 pieces
- Name stickers - 200 pieces
- Number stickers - 100 pieces
- Paper arrows - 40 pieces

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen
Projector
Mobile phoneqty 2
Charging stationsqty 2

Lighting

LED lampsqty 12
String lightsqty 8
Batteriesqty 24

Decorations

Buntingqty 8
Balloonsqty 150
Tableclothsqty 30
Chalkboardsqty 12
Chalk markersqty 24
Plantsqty 12
Photo wallsqty 2
Directional signsqty 16
Program postersqty 20
Stand signsqty 30
Clipboardsqty 30
Name badge holdersqty 150
Name badge lanyardsqty 150
Markersqty 24
Pensqty 50

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Cooling platesqty 8
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broomqty 4
Dustpan and brushqty 4
Dustpan and brushqty 4
Microfiber clothsqty 24
Rubber glovesqty 12
Disinfectantqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 4
Toilet brushesqty 4

Sports equipment

Cable reelsqty 4
Umbrellasqty 8

Tips

Allow one table and two chairs per exhibitor, then add 10% spare seating if the venue has room. Reserve transport carts when tables, chairs or catering equipment must move between storage and the hall.
Prepare one name badge for every registered participant, exhibitor and volunteer, plus at least 10% blank badges for walk-ins and spelling corrections. Keep pens and a visible registration point beside the entrance.
For a four-hour fair, plan roughly two drinks per person for the first hour and one per person for each following hour. Use coffee machines, kettles, thermos flasks and dispensers so hot and cold drinks can be replenished without crowding the registration desk.
Set out serving platters, tongs, pastry forks and teaspoons before food arrives. Keep separate cups, plates and utensils available for dietary requirements, and label them before exhibitors and guests begin serving themselves.
Count waste collection points before the doors open: one near refreshments, one near the entrance and one for each busy exhibitor zone. Put bollards or similar barriers around deliveries, cables and queues so the floor plan remains usable.

Frequently asked questions

What furniture do I need for a volunteer fair?: Start with one table and two chairs per exhibitor, plus a registration table and seating for the organizing team. Add 10% spare chairs where possible, and include high tables, clothing racks or party tents only where the floor plan requires them.
How many name badges should I prepare for a volunteer fair?: Prepare one badge for every expected participant, exhibitor and volunteer, then add 10% spare badges. For 200 expected attendees and 30 staff or exhibitors, that means at least 253 badges.
How much coffee and water do I need for a volunteer fair?: For a four-hour event, budget about two drinks per person in the first hour and one per person per hour afterward. For 100 guests, that is roughly 500 drinks, including coffee, tea and cold options; adjust the mix after collecting dietary requirements.
When should I order supplies for a volunteer fair?: Order printed materials, name badges and catering disposables at least 10 business days before the fair. Confirm rented furniture, tents, sound equipment and delivery slots 2–3 weeks ahead, then check quantities again 48 hours before opening.

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