What to buy for a volunteer fair

A volunteer fair needs more than exhibitor tables and a registration desk. You also need a clear way to welcome participants, serve drinks and snacks, display information and keep cables, waste and queues under control. This shopping list covers the physical supplies behind the plan, from coffee equipment and serving ware to signs, power and name badges. Check quantities against your expected attendance and the number of exhibitors before you place orders.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 30
Beer tablesqty 6
Chairsqty 80
Registration desk
Stoolsqty 12
Waste binsqty 8
Clothes racksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 120
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Serving plattersqty 12
Serving traysqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Coolersqty 6
Ice containersqty 4

Equipment

Portable sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 10
Power banksqty 4
Laptopsqty 2
Tabletsqty 2
Printer
Label printer
Conesqty 12
Barrier tapeqty 4
Toolboxesqty 2
Hammerqty 2
Screwdriversqty 4
Measuring tapesqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 30
Booth numbersqty 35
Welcome sign
Directional signsqty 12
Information boardsqty 8
Chalkboardsqty 10
Name badge holdersqty 50
Buntingqty 10
Tapeqty 8
Rope rollsqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Cleaning clothsqty 20
Trash grabbersqty 3

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemon - 10 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 12 bags
- Herb butter - 6 tubs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Peanut butter - 2 jars
- Jam - 3 jars
- Honey - 1 jar
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- White sandwich loaves - 8 loaves
- Whole grain bread - 8 loaves
- Multigrain bread - 6 loaves
- Mini pistolets - 120 pieces
- Wraps - 80 pieces
- Gluten-free bread - 2 loaves
- Gluten-free crackers - 2 packs
- Vegan sandwiches - 20 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Rice cakes - 4 packs
- Mini spring rolls - 6 bags
- Olives - 4 jars
- Pickles - 3 jars
- Cherry tomatoes - 4 kilograms
- Cucumbers - 8 pieces
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Strawberries - 3 kilograms
- Yogurt - 4 liters
- Muesli - 2 kilograms
- Currant buns - 40 pieces
- Cookies - 8 packs
- Brownies - 60
- Muffins - 60 pieces
- Vegan muffins - 20 pieces
- Gluten-free cookies - 4 packs
- Napkins - 600 pieces
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 5 rolls
- Cleaning product - 3 bottles
- All-purpose cleaner - 3 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Hand sanitizer - 6 bottles
- Freezer bags - 2 boxes

Tips

Plan one registration place for every 100 expected visitors, and keep extra pens, blank badges and printed information packs beside the desk. These are often forgotten until the first arrivals are already waiting.
For a four-hour fair, allow two to three drinks per person in the first hour and one drink per person for each additional hour. Add ice or coolers early enough for drinks to be cold when the doors open.
Count one table per exhibitor booth, then add at least two separate tables for registration, refreshments or information. Reserve chairs and stools according to whether exhibitors will sit throughout the event or stand at their displays.
Check every microphone, coffee machine, kettle and portable sound system at least 24 hours before opening. Bring extension cords, power strips, cable trays and power banks so one missing outlet does not disrupt the program.
Prepare route signs, name badges and information packs before the event day, not during setup. Pack serving platters, trays, utensils and waste bins together by area so volunteers can place them without searching through boxes.

Frequently asked questions

How many tables do I need for a volunteer fair?: Start with one table for each exhibitor booth, then add at least two more for registration, refreshments or general information. Confirm the final count after the floor plan is complete, ideally 3–7 days before the fair.
How much coffee and water should I buy for a volunteer fair?: For a four-hour event, plan roughly 2–3 drinks per person during the first hour and 1 drink per person for each later hour. Keep a small reserve of about 10% for late arrivals, volunteers and exhibitors.
When should I prepare name badges and information packs?: Print and sort them at least 1–2 days before the fair. Keep 10% blank badges available for walk-ins or registration changes, and place the packs at the registration desk before opening.
How many power cables do I need for a volunteer fair?: Map the equipment to the venue outlets first, then prepare at least one extension cord and one power strip for each equipment area. Test the setup 24 hours beforehand and bring 1–2 spare power banks for phones and registration devices.

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.