Winter Fair shopping list: what to buy and bring

A Winter Fair needs more than decorations and market stalls. You also need enough hot-drink equipment, servingware, seating and weather protection to keep visitors comfortable while exhibitors set up and trade. Use your expected visitor count to scale quantities, then check chilled goods and other perishables close to opening day. This list helps you catch the items that are often forgotten until the first stall is already in place.

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What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Foldable tablesqty 10
Beer tablesqty 4
Folding chairsqty 60
Stoolsqty 12
Coat racksqty 2
Clothes hangersqty 80
Tableclothsqty 16
Market stall tarpaulinsqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Bowlsqty 60
Cutlery setsqty 100
Serving spoonsqty 8
Thermos flasksqty 8
Pitchersqty 6

Decorations

Christmas treesqty 3
Christmas baublesqty 60
Christmas garlandsqty 12
Christmas wreathsqty 4
Pine branchesqty 20
Nativity scene
Lanternsqty 12
Christmas figuresqty 8
Photo backdrop
Santa hatsqty 30

Equipment

Food warmersqty 4
Kettlesqty 4
Coffee machinesqty 3
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Mobile payment terminalsqty 2
Bluetooth speakersqty 2

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 6
Serving traysqty 10
Pliersqty 8
Kitchen glovesqty 6
Aluminum foilqty 4
Cling filmqty 4
Storage binsqty 12
Serving bowlsqty 12

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Lighting

String lightsqty 10
LED lampsqty 20
Battery lanternsqty 8
Extendable light standsqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate powder - 3 packs
- Milk - 12 liters
- Oat milk - 4 liters
- Whipped cream - 12 aerosol cans
- Marshmallows - 2 kilos
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Cinnamon - 2 jars
- Cocoa powder - 2 cans
- Non-alcoholic mulled wine - 12 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 12 bottles
- White wine - 8 bottles
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snack mix - 4 bags
- Popcorn - 3 kilos
- Speculaas - 5 kilos
- Speculaas - 4 packs
- Christmas cookies - 4 packs
- Brownies - 60
- Mini muffins - 60 pieces
- Apples - 50 pieces
- Mandarins - 5 kilos
- Grapes - 3 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 12 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young matured cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Salami - 2 kilo
- Vegetarian spreadable sausage - 12 tubs
- Baguettes - 20 pieces
- Mini rolls - 150 pieces
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Vegetable soup - 12 liters
- Tomato soup - 12 liters
- Breadsticks - 8 packs
- Grated cheese - 2 kilos
- Croutons - 4 bags
- Vegan soup - 6 liter
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Napkins - 800 pieces
- Paper cups - 300 pieces
- Stirrers - 500 pieces
- Paper straws - 200 pieces
- Baking paper - 4 rolls
- Food storage bags - 3 boxes
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Compostable trash bags - 50
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces

Tips

Plan on at least one reusable cup or coffee cup per expected visitor, plus 10% extra for replacements and visitors who return for another drink. Keep separate supplies for coffee, other hot drinks and cold beverages.
For food service, allow one plate or bowl and one cutlery set per serving, then add roughly 15% spare stock. Serving spoons, pitchers and thermos flasks are easy to overlook when collecting the main tableware.
Buy or reserve weather protection early: one party tent or covered stall for each area that must stay dry, with tarpaulins that fit the market stalls. Winter wind and rain can make uncovered tables unusable within minutes.
Prepare hot drinks with enough capacity for the busiest hour, not the average day. As a starting point, provide two kettles or equivalent boiling capacity for each busy serving point, and keep thermos flasks ready for refills.
Count visitor-comfort items before shopping for decorations. Coat racks, clothes hangers, folding chairs and stools should be placed where people actually wait, while lanterns and other lighting should be checked before the darker afternoon hours.

Frequently asked questions

What do I need to buy for a Winter Fair?: Plan for market stalls, tables, tablecloths, weather covers, reusable cups, coffee cups, plates, bowls and cutlery. Add hot-drink equipment such as kettles, thermos flasks and food warmers, plus seating, coat storage and seasonal decorations.
How many cups do I need for a Winter Fair?: Start with one cup per expected visitor for the main service period, then add 10% extra. If visitors are likely to have several drinks, use two to three cups per person or provide a reliable washing and collection system.
When should I buy food and chilled products for a Winter Fair?: Buy non-perishable supplies after the inventory check, ideally several days before the fair. Pick up chilled products on the day before or the morning of the event, depending on their shelf life and your available refrigeration.
How many plates and cutlery sets do I need for a Winter Fair?: Allow one plate or bowl and one cutlery set for every planned serving, plus about 15% spare. For 200 servings, that means at least 230 plates or bowls and 230 cutlery sets, adjusted for your menu.

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