Anniversary fair shopping list

An anniversary fair needs more than exhibition tables and refreshments. You will need furniture for booths and seating, tableware for catering, drink service supplies, and equipment for presentations, music and activities. Start with the guest and exhibitor numbers, then add a small buffer so missing glasses, chairs or serving pieces do not cause problems on the day. Book larger items early, especially booth counters, display walls, lounge furniture and technical equipment.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Bar stoolsqty 8
Booth countersqty 12
Display wallsqty 24
Clothes racksqty 4
Tableclothsqty 18
Lounge sofasqty 4

Tableware

Dinner platesqty 120
Pastry platesqty 120
Coffee cupsqty 100
Water glassesqty 150
Wine glassesqty 120
Coffee spoonsqty 100
Cutlery setsqty 120
Serving plattersqty 20
Serving spoonsqty 12

Catering

Drink dispensersqty 4
Coffee thermosesqty 6
Water jugsqty 8
Coolersqty 6
Ice cube traysqty 4
Buffet warmersqty 6
Serving tongsqty 12
Corkscrewsqty 4

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 3
Flip chartsqty 3
Paper shredder

Decorations

Balloonsqty 150
Balloon archesqty 3
Buntingqty 12
Flower arrangementsqty 8
Photo wallsqty 2
Centerpiecesqty 18
Light curtainsqty 4
Vasesqty 20

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Measuring cupsqty 4
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4
Kitchen glovesqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Cleaning glovesqty 8
Waste binsqty 10
Waste sorting binsqty 4

Registration

Name badgesqty 150
Badge holdersqty 150
Clipboardsqty 6
Ballpoint pensqty 30
Information leafletsqty 150
Program bookletsqty 150
Name badgesqty 30

Presentation

Presentation clickersqty 2
Whiteboardsqty 3
Whiteboard markersqty 12
Quiz formsqty 150
Answer paddlesqty 30
Trophiesqty 6
Gift vouchersqty 6

Safety

Flashlightsqty 4
Cable matsqty 12
Barrier tapeqty 4
Non-slip matsqty 8

Groceries

Groceries
- Coffee beans - 6 packs
- Decaffeinated coffee - 2 packs
- Tea bags - 250 pieces
- Herbal tea - 60 tea bags
- Sugar - 3 kilograms
- Sweetener - 300 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 20 pieces
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 10 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Prosecco - 6 bottles
- Bitterballen - 600 pieces
- Vegetarian bitterballen - 250 pieces
- Mini spring rolls - 300 pieces
- Cheese sticks - 250 pieces
- Mini quiches - 250 pieces
- Vegetable snacks - 250 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Olives - 6 jars
- Cheese cubes - 5 kilogram
- Grapes - 5 kilograms
- Apples - 60 pieces
- Mandarins - 60 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilograms
- Hummus - 12 tubs
- Garlic sauce - 6 bottles
- Sweet chili sauce - 6 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Baguettes - 20 pieces
- Mini rolls - 300 pieces
- Butter - 3 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Brie - 2 kilograms
- Hummus spread - 2 kilogram
- Savory salads - 8 kilogram
- Chicken breast slices - 3 kilograms
- Roast beef topping - 2 kilograms
- Vegetarian spreads - 3 kilograms
- Raisin buns - 100 pieces
- Mini muffins - 250 pieces
- Mini brownies - 250 pieces
- Whipped cream - 12 cans
- Fresh fruit for dessert - 8 kilograms
- Herb butter - 2 kilograms
- Mixed salads - 10 kilogram
- Pasta salad - 10 kilogram
- Potato salad - 8 kilograms
- Vegetarian pasta salad - 6 kilograms
- Gluten-free sandwich rolls - 30 pieces
- Vegan sandwiches - 30 pieces
- Vegan sandwich salad - 2 kilograms
- Gluten-free cookies - 60 pieces
- Allergen labels - 2 rolls
- Ice cubes - 30 kilograms
- Paper napkins - 1000 pieces
- Cocktail picks - 500 pieces
- Wooden stirrers - 500 pieces
- Straws - 300 pieces
- Coffee filters - 200 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 8 bottles
- Paper towels - 20 rolls
- Toilet paper - 48 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Compostable trash bags - 40 pieces
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls
- Nitrile gloves - 400 pieces
- Hand sanitizer - 8 bottles
- Bandages - 2 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Tape - 12 rolls
- Double-sided tape - 6 rolls
- Cable ties - 200 pieces
- Paper tape - 12 rolls
- Printer paper - 2 packs
- A4 envelopes - 200 pieces
- Colored pencils - 10 boxes
- Markers - 10 boxes
- Coloring pages - 150 pieces

Tips

Plan one table or booth counter for each exhibitor, then add at least one spare table for registration materials, name badges or supplies. Confirm booth dimensions before ordering display walls, clothes racks and tablecloths.
For a seated meal, order one dinner plate, cutlery set and water glass per guest, plus at least 10% extra. Add pastry plates, coffee cups and coffee spoons if the program includes cake or a coffee break.
Allow two to three drinks per person for the first hour, then about one drink per person per hour. Reserve extra water jugs or drink dispensers, coolers, ice cube trays and wine glasses if drinks are self-served.
Match presentation equipment to the program: prepare one laptop, projector and projection screen, plus speakers and wireless microphones where presentations or a music program are scheduled. Test every connection before exhibitors and presenters arrive.
Order quiz prizes and prepare booth numbers, name badges and signage before the final guest list is closed. Keep roughly 10% spare badges and printed signs for late registrations, replacements and last-minute exhibitor changes.

Frequently asked questions

What do I need for an anniversary fair?: Plan furniture for each booth and guest area, tableware and drink-service items, signage, name badges, quiz prizes and presentation equipment. For a first estimate, add 10% spare plates, glasses, chairs and badges to the confirmed quantities.
How many glasses and plates do I need for an anniversary fair?: For a seated meal, allow one dinner plate, cutlery set and water glass per guest, plus 10% extra. Add one pastry plate and coffee cup per person if you are serving dessert or coffee, and provide wine glasses based on the number of wine drinkers.
How much food and drink should I buy for an anniversary fair?: Allow two to three drinks per person during the first hour, followed by about one drink per person per hour. Catering quantities depend on the menu and event length, so confirm final numbers after registrations and dietary requirements are collected.
When should I order furniture and equipment for an anniversary fair?: Reserve booth counters, display walls, tables, chairs, lounge sofas and technical equipment at least 4 to 6 weeks ahead. Finalize consumables, printed signage and name badges 7 to 10 days before the fair, using the latest guest and exhibitor list.

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