What to Buy for an Architecture Fair

An architecture fair needs more than exhibition tables and display walls. You also need practical items for exhibitors, visitors, catering, registration and safe movement through the venue. Plan furniture by stand size, then check power, lighting and cable protection before ordering equipment. This shopping list covers the items most often forgotten, including badge supplies, directional signs, waste bins and serving ware for coffee and refreshments.

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What to bring

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

Furniture

Exhibition tablesqty 24
Chairsqty 80
Presentation wallsqty 24
Pedestalsqty 12
Bar stoolsqty 12
Clothes racksqty 4
Waste binsqty 8
Bollardsqty 10

Tableware

Coffee cupsqty 120
Drinking glassesqty 180
Wine glassesqty 120
Platesqty 160
Cutlery setsqty 160
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Laptopsqty 3
Label printersqty 2
Power stripsqty 18
Extension cordsqty 18
Cable traysqty 24

Lighting

Standing exhibition lampsqty 24
LED lampsqty 12

Decorations

Plantsqty 24
Tablecloth setsqty 24
Name badge holdersqty 30
Directional signsqty 16
Entrance banner

Office

Visitor badgesqty 500
Exhibitor badgesqty 100
Badge holdersqty 600
Lanyardsqty 600
Clipboardsqty 6
Ballpoint pensqty 30
Notepadsqty 120
Labelsqty 300
Rolls of tapeqty 12
Scissor setsqty 6
Cable tiesqty 200
Program leafletsqty 500
Trade fair floor plansqty 500
Exhibitor formsqty 100

Cleaning

Broom setsqty 2
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Kitchen

Pitchersqty 12
Thermos flasksqty 8
Serving tongsqty 12
Serving spoonsqty 8
Cutting boardsqty 4
Knivesqty 8
Coolersqty 4

Catering

Groceries
- Coffee beans - 6 packs
- Tea bags - 300 pieces
- Cane sugar - 3 packs
- White sugar - 3 packs
- Milk - 20 liters
- Oat milk - 8 liters
- Lemon - 3 kilos
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 36 bottles
- Cola Zero - 36 bottles
- Orange soda - 24 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- White wine - 18 bottles
- Red wine - 8 bottles
- Prosecco - 10 bottles
- Ice cubes - 20 kilo
- Cold coffee - 12 liters
- Mini croissants - 180 pcs
- Mini cheese rolls - 180 pieces
- Mini vegetable frittata - 120 pieces
- Mini quiches - 120 pieces
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Boiled ham - 3 kilos
- Smoked chicken breast - 3 kilos
- Whole wheat bread - 20 loaves
- White mini bread rolls - 160 pieces
- Multigrain mini rolls - 160 pieces
- Cucumber - 5 kilo
- Tomatoes - 5 kilos
- Lettuce - 12 heads
- Bell peppers - 4 kilo
- Grapes - 8 kilos
- Apples - 12 kilos
- Bananas - 8 kilos
- Strawberries - 5 kilo
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Mixed nuts - 8 bags
- Olives - 8 jars
- Rice crackers - 8 packs
- Pure chocolate cookies - 10 packs
- Mini muffins - 180 pieces
- Mayonnaise - 3 bottles
- Mustard - 3 bottles
- Ketchup - 3 bottles
- Olive oil - 2 bottles
- Pepper - 1 grinder
- Salt - 1 pack
- Paprika powder - 1 jar
- Garbage bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Hand soap - 8 bottles
- Disinfecting wipes - 12 packs
- Paper napkins - 1500 pieces
- Diet labels - 100 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls

Tips

Count exhibition tables, presentation walls and pedestals from the floor plan rather than estimating by eye. Add the exact number of stands, plus a small buffer for changes during set-up.
Check every exhibitor’s laptop, lighting and presentation needs before buying power strips and extension cords. Order cable trays as well, so cables do not cross visitor routes or create trip hazards.
Plan serving ware for the full attendance, not only exhibitors: coffee cups, drinking glasses, plates and cutlery should cover each service, with extras for breakage and late arrivals.
Prepare visitor badges and name badge holders before the venue opens. Keep a label printer, spare labels and an extra set of badge materials at registration for corrections and walk-ins.
Do not leave signs and entrance materials until the final shopping run. Directional signs, an entrance banner and bollards need to be ready before furniture and exhibition materials are placed.

Frequently asked questions

What furniture do I need for an architecture fair?: Start with one table, the required presentation surface and seating for each exhibitor space shown on the floor plan. Add pedestals, bar stools or clothes racks only where an exhibitor’s display needs them, and include waste bins for each main area.
How many coffee cups and glasses do I need for an architecture fair?: Plan for at least one complete serving set per expected guest per service: coffee cups, drinking glasses, plates and cutlery. For a busy fair, add 10–15% extra to cover breakage, spills and visitors taking items away from the catering area.
When should I order architecture fair signs and badges?: Order printed signs, the entrance banner and visitor badges at least 10–14 days before the fair. This leaves time to check names, correct badge details and reprint anything that arrives damaged or inaccurate.
What equipment is easy to forget for an architecture fair?: Power strips, extension cords, cable trays, label printers and spare labels are commonly missed. Check power requirements at least 7 days before opening, and keep a small reserve of cables and labels on site for last-minute changes.

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