What to Buy for an Aquarium Fair

An aquarium fair needs more than tanks and tables. You will need equipment to keep aquarium water stable, enough power connections for exhibitors, and practical supplies for registration, payments, catering and moving materials. Plan water containers, filters, heaters and testing supplies before setup day, because replacing them at the last minute is difficult. Use this shopping list alongside your exhibitor instructions and floor plan so every stand has the right space and access.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 24
Chairsqty 40
Aquarium standsqty 12
Registration desk

Aquarium supplies

Aquariumsqty 24
Aquarium filtersqty 24
Aquarium heatersqty 12
Aquarium lightingqty 24
Air pumpsqty 12
Air stonesqty 24
Landing netsqty 12
Buckets of waterqty 12
Water jerry cansqty 12
Water testsqty 4
Water conditionerqty 4
Aquarium gravelqty 12
Backdrop filmqty 12

Equipment

Extension cordsqty 16
Power stripsqty 16
Coolersqty 4
Payment terminalsqty 2
Cash registersqty 2
Hand trucksqty 2
Scalesqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Pitchersqty 6

Decorations

Trade show bannersqty 4
Table signsqty 24
Directional signsqty 12
Name badgesqty 40

Lighting

LED lampsqty 12

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 2
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee biscuits - 6 packs
- Butter cookies - 4 packs
- Mini bread rolls - 120 pieces
- Multigrain rolls - 80 pieces
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Hummus - 6 tubs
- Herb cream cheese - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Whole grain crackers - 6 packs
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Grapes - 4 kilograms
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilograms
- Ice cubes - 10 bags
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 6 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Name stickers - 200 pieces
- Paper tape - 12 rolls
- Permanent markers - 24 pieces
- Printer paper - 2 packs

Tips

Plan at least one working power outlet for each stand that uses a filter, heater or light, then add extension cords and power strips for safe routing. Keep spare capacity rather than connecting every device to one strip.
Prepare water supplies before exhibitors arrive: water jerry cans, buckets, conditioner and water tests are easy to overlook. Keep enough containers available to handle several tank changes or top-ups during the fair.
Match aquarium stands to the tanks before loading the venue. Check that each stand is stable, level and wide enough, and label tanks, equipment crates and transport boxes so setup does not depend on guesswork.
Set up registration with a registration desk, printed information signs, payment terminals or cash registers, and a participant list. Put these items together the day before so check-in does not compete with aquarium setup.
Keep hand trucks and coolers available for fish and heavy aquarium materials. Prepare the fish transport equipment separately from catering supplies, and check that every labelled box reaches the correct exhibitor stand.

Frequently asked questions

What do I need to buy for an aquarium fair?: Plan for aquariums, stands, filters, heaters, lighting, air pumps, air stones, nets, water containers, water tests and water conditioner. You will also need tables, registration equipment, power supplies, payment equipment and catering tableware.
How many power strips and extension cords do I need for an aquarium fair?: Start with one usable outlet per powered stand, then add at least one spare extension cord and power strip for every five stands. Keep cables away from wet areas and reserve the venue outlets before the event.
How much aquarium water should I prepare?: Prepare enough treated water for every tank plus a reserve for top-ups and accidental spills. As a practical minimum, keep 10% of the total tank volume available in water jerry cans, and test the water before fish are added.
When should I prepare the aquarium fair shopping list?: Finish the main shopping at least 3 to 5 days before the fair. Check tanks, filters, heaters, power equipment and transport supplies again the day before setup, when there is still time to replace missing items.

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.