What you need for a volunteer fair

What to bring

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

Tips

• Allow one table per participating organisation, plus a separate information desk and at least one spare table for registration materials. Confirm the final exhibitor count before ordering tablecloths and display supplies.
• Plan coffee, tea and water for the busiest arrival period rather than the whole day. As a starting point, allow two to three drinks per visitor during the first hour and add cups, glasses, sugar and milk accordingly.
• Count power needs before the event, especially for laptops, coffee machines, kettles, speakers and the projector. Bring at least one power strip and one extension cord for each separate equipment area, and keep cables away from visitor routes.
• Prepare one name badge and lanyard per exhibitor, organiser and volunteer, plus about 10% extra for walk-ins and replacements. Keep adhesive strips, pens and spare printed contact lists at the information desk.
• Do a venue walk-through at least seven days beforehand to check lighting, sockets, ventilation and furniture access. Pack fans, LED lights or standing lamps only where the venue check shows they are needed, and label every cable and equipment case.

Frequently asked questions

What should I buy for a volunteer fair?

Prepare tables, chairs, tablecloths, an information desk, name badges, printed contact lists, laptops, extension cords and power strips. Add coffee machines, kettles, cups, glasses, coolers and snacks based on your visitor and exhibitor numbers.

How many tables do I need for a volunteer fair?

Start with one table for each confirmed organisation, then add one information desk and one spare table for registration or supplies. Confirm the layout at least two weeks before the fair so you can reserve extra furniture in time.

How much coffee and water do I need for a volunteer fair?

For the first hour, budget two to three drinks per person, including coffee, tea and water. Add around 10% extra cups and glasses, and increase the total if the fair lasts longer than three hours.

When should I arrange equipment for a volunteer fair?

Reserve tables, chairs, catering, coffee equipment and technical equipment at least two weeks before the event. Check sockets, lighting and cable routes during a venue walk-through seven days before opening.