Volunteer fair shopping list

A volunteer fair needs more than tables and flyers. You need a clear setup for exhibitors, working registration equipment, refreshments, signs and enough power for laptops or card terminals. This shopping list covers the practical items to bring or buy, from reusable cups and coffee equipment to name card holders and extension cords. Check quantities against your confirmed exhibitor and visitor numbers before shopping, and arrange borrowed equipment at least one week ahead.

Organize this event for free with Lizzt

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 80
Desksqty 2
Clothes racksqty 4
High tablesqty 4
Tableclothsqty 14

Equipment

Laptopsqty 2
Tabletsqty 2
Mobile card terminalsqty 2
Bluetooth speaker
Microphone
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Name card holdersqty 40
Directional signsqty 12
Information boardsqty 8
Markersqty 12
Tapeqty 6
Scissorsqty 4

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3

Catering

Groceries
- Coffee - 8 packs
- Tea - 6 boxes
- Cocoa powder - 2 packs
- Sugar - 3 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 10 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Sandwiches - 120 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 80 pieces
- Young cheese - 3 kilos
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted pretzels - 6 bags
- Cookies - 10 packs
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Herb butter - 6 tubs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Napkins - 300 pieces
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Sponges - 12 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan one exhibitor table or desk per confirmed organisation, then keep at least two spare tables available for registration, refreshments and materials. Confirm the final layout before collecting furniture.
For drinks, plan two to three servings per person for the first hour, plus water. Use thermos flasks for coffee and tea, and chill cold drinks before the venue opens rather than after setup.
Give each exhibitor a laptop or tablet only if their registration or presentation format requires it. Bring one charging cable per device, plus at least two extension cords and power strips for shared charging points.
Prepare one name badge and holder for every exhibitor, organiser and volunteer, with at least 10% extra for last-minute registrations. Put the badges out before doors open so arrivals do not queue at the welcome desk.
Pack serving platters, spoons, tongs, cutting boards and bread knives together in one labelled catering box. Add tablecloths, signage and the floor plan to a separate setup box so they are easy to find during the first 30 minutes.

Frequently asked questions

How many tables do I need for a volunteer fair?: Start with one table or desk for each confirmed exhibitor. Add at least one registration table, one refreshments table and two spare tables for materials or late changes, then confirm the layout before booking furniture.
How much food and drink should I buy for a volunteer fair?: For the first hour, allow two to three drinks per person, including coffee, tea and cold drinks. Buy enough snacks for every registered attendee plus around 10% extra, because walk-ins and exhibitors may stay longer than expected.
When should I prepare the volunteer fair shopping list?: Create the first list as soon as registration opens, then update quantities after the registration follow-up. Place orders and reserve borrowed equipment at least one week before the fair, with a final check two days before.
What equipment do I need for registration at a volunteer fair?: Bring a laptop or tablet for each active registration point, charging cables, a power strip and extension cord, plus a mobile card terminal if payments are collected. Test every device and connection before the venue opens.

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.