What you need for a volunteer fair
A volunteer fair needs more than tables for exhibitors. Plan the visitor flow, then gather equipment for booths, presentations, registration and refreshments. You will need practical basics such as folding tables, chairs, tablecloths, name badges and printed signs, plus laptops, microphones and power supplies if organisations present their work. The coffee and tea point also needs its own equipment, cups, glasses, serving items and cold storage. Check quantities against your exhibitor and visitor numbers before shopping.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Market stallsqty 24
- Foldable tablesqty 8
- Folding chairsqty 80
- Beer tablesqty 4
- Bar stoolsqty 8
- Tableclothsqty 16
- Coat racksqty 2
Equipment
- Laptopsqty 2
- Tabletsqty 3
- Projector
- Projector screen
- Speakersqty 2
- Microphonesqty 2
- Microphone standsqty 2
- Extension cordsqty 8
- Power stripsqty 8
- Charging stationsqty 2
- Coolersqty 6
- Thermos flasksqty 6
- Coffee machinesqty 3
- Kettlesqty 2
- Payment terminalsqty 2
Tableware
- Coffee cupsqty 100
- Glassesqty 150
- Platesqty 150
- Cutlery setsqty 150
- Serving traysqty 12
- Pitchersqty 8
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving tongsqty 8
- Measuring cupsqty 2
- Storage boxesqty 12
Decorations
- Buntingqty 8
- Balloon archesqty 2
- Flower arrangementsqty 8
- Table décorqty 12
Lighting
- String lightsqty 8
- LED lampsqty 12
- Battery lanternsqty 8
Catering
- Coffee filtersqty 150
- Sugar bowlsqty 4
- Milk jugsqty 4
- Waste binsqty 8
- Cooling matsqty 8
Cleaning
- Bucketsqty 4
- Broom setsqty 3
- Mopsqty 4
- Cleaning cartsqty 2
- Hand soap dispensersqty 6
- Sanitizer pumpsqty 8
- Toilet brushesqty 4
- Glovesqty 12
Information
- Information boardsqty 12
- Chalkboardsqty 6
- Display standsqty 24
- Name card holdersqty 100
- Clipboardsqty 8
- Pensqty 30
- Notepadsqty 20
- Rolls of tapeqty 8
- Writing foldersqty 6
Groceries
- Coffee
- Decaf coffee
- Black tea
- Herbal tea
- Green tea
- Hot chocolate
- Semi-skimmed milk
- Oat milk
- Coffee Creamer
- Granulated sugar
- Sweeteners
- Cola
- Cola Zero
- Sinas
- Iced tea
- Spa Blauw
- Spa Red
- Apple juice
- Orange juice
- Lemons
- Fresh mint
- Apples
- Bananas
- Grapes
- Mandarins
- Cucumbers
- Cherry tomatoes
- Carrots
- Peppers
- Hummus
- Cream cheese
- Young cheese
- Goat cheese
- Back ham
- Chicken breast slices
- Whole wheat bread
- White rolls
- Whole wheat rolls
- Gluten-free rolls
- Unsalted butter
- Margarine
- Strawberry jam
- Peanut butter
- Chocolate sprinkles
- Mayonnaise
- Ketchup
- Mustard
- Paprika chips
- Plain chips
- Tortilla chips
- Salted peanuts
- Rice cakes
- Muesli bars
- Cookies
- Brownies
- Mini muffins
- Raisins
- Almonds
- Salt
- Pepper
- Olive oil
- Balsamic vinegar
- Garlic
- Basil
- Paper napkins
- Paper towels
- Toilet paper
- Trash bags
- Large trash bags
- Dish soap
- All-purpose cleaner
- Glass cleaner
- Disinfectant
- Hand soap
- Hand sanitizer
- Sponges
- Microfiber cloths
- Aluminum foil
- Cling film
- Parchment paper
Tips
- Allow one exhibitor table or market stall per organisation, plus at least one spare table for registration, materials or overflow. Add one chair per seated place and keep a clear route between booths.
- For presentations and workshops, test the projector, screen, speakers and microphones together at least 24 hours beforehand. Bring extension cords, power strips and microphone stands; these are easy to overlook until setup starts.
- Set aside one laptop or tablet for registration and bring a charging station with spare power access. Prepare name badges and printed directional signs before the event, rather than relying on a printer on the day.
- For the coffee and tea point, provide one cup per expected serving, with extra stock for at least 10% of visitors. Thermos flasks, kettles or coffee machines, serving jugs, trays and a cooler should be ready before exhibitors arrive.
- Count tableware by service rather than by attendee: plates, cutlery and glasses should cover the maximum number eating or drinking at once, plus 10% spare. Put payment terminals and serving boards together if refreshments or donations are handled onsite.
Frequently asked questions
- What equipment do I need for a volunteer fair?
- Plan for exhibitor booths, folding tables, chairs, tablecloths, name badges and directional signs. If you have presentations, add a projector, screen, speakers, microphones, stands, extension cords and power strips at least one day before the fair.
- How many tables do I need for a volunteer fair?
- Allow one table or market stall per confirmed organisation, then add 10% or at least two spare tables for registration, shared materials and late additions. Confirm the final exhibitor count before placing the order.
- How much coffee and tea should I buy for a volunteer fair?
- Budget two drinks per visitor for a three-hour fair, then add 10% spare. Have the coffee machines, kettles and thermos flasks ready 30 minutes before doors open so the first arrivals are not waiting.
- What should I prepare for volunteer fair registration?
- Prepare one laptop or tablet for every 50 expected arrivals, plus name badges, pens and a visible registration table. Finish the attendee list and print backup materials at least 24 hours before the event.
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