Volunteer Fair Shopping List

A volunteer fair needs more than tables and coffee. You’ll need clearly marked stalls, refreshments, power supplies, signs and a simple way to identify exhibitors and visitors. Plan quantities from your registration list, then add a small buffer for walk-ins and breakages. This checklist helps you shop and hire the essentials before the event day, including items that are often left until the last minute, such as extension leads, name badges and printed directions.

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What to bring

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

Furniture

Party tentsqty 4
Tablesqty 24
Chairsqty 80
High tablesqty 6
Tableclothsqty 24
Foldable tablesqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Knivesqty 120
Forksqty 120
Teaspoonsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 3
Serving tongsqty 8
Cutting boardsqty 4

Equipment

Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 4
Handheld microphone
Megaphone
Power banksqty 4
Clipboardsqty 8
Pensqty 40
Markersqty 12
Scissorsqty 6
Rolls of tapeqty 8
Staplersqty 3
Staplesqty 3
Notice boardsqty 8
Whiteboardsqty 2
Whiteboard markersqty 8
Flipchart
Flip chart paper
Visitor registration box
Name badge holdersqty 250
Information leafletsqty 300
Program flyersqty 300
Floor plansqty 250
Table signsqty 30
Directional signsqty 12
Arrow tapeqty 4

Lighting

String lightsqty 6
LED lampsqty 8

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Decorative plantsqty 12
Table décorqty 12
Adhesive stripsqty 4
Cable tiesqty 100
Ropeqty 2

Cleaning

Waste binsqty 8
Trash grabbersqty 2
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 4
Toilet brushesqty 2
Hand sanitizer dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 30 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Apples - 80 pieces
- Bananas - 40 pieces
- Grapes - 6 packs
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Rice cakes - 6 packs
- Crackers - 8 packs
- Whole grain bread - 8 loaves
- White dots - 6 bags
- Mini croissants - 80 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilograms
- Sliced fillings - 1 kilogram
- Vegetarian spreads - 8 tubs
- Jam - 4 jars
- Peanut butter - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 4 jars
- Pickles - 3 jars
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Coffee filters - 2 packs
- Paper napkins - 500 pieces
- Paper cups - 300 pieces
- Wooden stirrers - 300 pieces
- Toothpicks - 2 boxes
- Satay skewers - 2 packs
- Food storage containers - 20 pieces
- Diet-friendly cookies - 6 packs
- Gluten-free crackers - 4 packs
- Vegan cookies - 6 packs
- Ice cubes - 15 kilograms
- Trash bags - 4 rolls
- Compostable trash bags - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Dishwasher tablets - 1 pack
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Rubber gloves - 6 pairs
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces

Tips

Allow one table per exhibitor or organisation, plus at least one extra table for registration and refreshments. Count chairs separately, because exhibitors may need two or more while visitors usually stand or circulate.
Plan roughly two cups of coffee or tea per visitor during a two-hour fair. Prepare extra cups, teaspoons and serving utensils; disposable tableware and stirrers are among the easiest items to run out of.
Check every planned stall against the venue’s available power before buying equipment. Bring extension cords, power strips and cable reels, and keep cables covered or secured across walkways.
Print the floor plan, booth numbers, information signs and route signs at least one day ahead. Make spare copies of the floor plan and signs in case weather, layout or attendance changes.
Prepare name badges for every registered participant and bring at least 10% extra for late registrations. Pack markers, clips or lanyards with the badges so the welcome team can issue them immediately.

Frequently asked questions

How many tables do I need for a volunteer fair?: Start with one table per exhibitor, then add at least two shared tables for registration, information and refreshments. If you expect walk-ins, keep one additional foldable table available.
How much coffee should I buy for a volunteer fair?: For a two-hour fair, plan about two cups per visitor, then add 10% for volunteers and unexpected guests. Check whether your coffee machines, kettles and thermos flasks can prepare and hold that volume.
How many name badges should I prepare?: Prepare one badge for every registered participant, exhibitor and organiser, plus 10% extra. Have them ready at least one day before the fair so the welcome team is not writing badges during setup.
When should I check power and extension cords?: Check outlets and cable lengths at least one week before the fair, after the booth layout is drafted. Test coffee machines and other powered equipment the day before and secure every cable before visitors arrive.

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