Baby fair shopping list

A baby fair needs more than display tables and refreshments. Visitors may spend several hours comparing exhibitors, attending talks and caring for young children, so the setup must support feeding, changing, seating and clear information. Use this shopping list alongside your event plan to check quantities before shopping and before the venue opens. Order chilled goods and printed materials early, and confirm equipment such as microphones, speakers and projectors before delivery day.

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What to bring

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

Furniture

Fair partitionsqty 24
Standing tablesqty 24
Foldable tablesqty 12
Chairsqty 80
Bar stoolsqty 8
Dressing tablesqty 3
Coat racksqty 4
Storage cabinetsqty 4
Lounge chairsqty 4
Children's chairsqty 4
Changing tablesqty 3
Feeding chairsqty 4
Barrier postsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Microphonesqty 2
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 2
Cash boxesqty 2

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Coolersqty 4

Decorations

Balloon archesqty 2
Balloonsqty 150
Tableclothsqty 36
Flower arrangementsqty 8
Photo backdrop
Decorative garlandsqty 12
Stand signsqty 24
Name plate holdersqty 30
Chalkboardsqty 6
Table décorqty 12
Toysqty 30
Play matsqty 6
Baby booksqty 20

Lighting

LED string lightsqty 8
LED lampsqty 8
Desk lampsqty 6

Cleaning

Waste binsqty 10
Mopsqty 4
Bucketsqty 4
Vacuum cleaner
Hand broomsqty 3
Cleaning glovesqty 12
Sanitizer pumpsqty 8
Toilet brushesqty 4

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea assortment - 6 boxes
- Herbal tea - 3 boxes
- Hot chocolate - 2 packs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Soy milk - 4 liters
- Still water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Iced tea - 4 bottles
- Lemons - 12 pieces
- Honey - 2 jars
- Stirrers - 300 pieces
- Paper napkins - 600 pieces
- Coffee filters - 200 pieces
- Mini croissants - 120 pieces
- Mini rolls - 120 pieces
- Whole grain bread - 8 loaves
- White rolls - 80 pieces
- Currant buns - 60 pieces
- Unsalted butter - 2 kilos
- Young cheese - 2 kilos
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Peanut butter - 2 jars
- Jam - 3 jars
- Chocolate sprinkles - 2 packs
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Blueberries - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Rice cakes - 6 packs
- Crackers - 6 packs
- Muesli bars - 6 boxes
- Cookies - 8 packs
- Gluten-free crackers - 3 packs
- Vegan cookies - 3 packs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 4 jars
- Pickles - 3 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Ice cubes - 10 kilos
- Baby wipes - 12 packs
- Diapers size 1 - 2 packs
- Diapers size 2 - 2 packs
- Diapers size 3 - 2 packs
- Baby wipes - 6 packs
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Plastic gloves - 4 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 12 packs
- Paper cups - 200 pieces
- Paper plates - 200 pieces
- Wooden forks - 200 pieces
- Wooden spoons - 200 pieces
- Toothpicks - 2 boxes
- Food bags - 2 packs

Paper goods

Program leafletsqty 300
Name badgesqty 100
Wristbandsqty 300
Registration formsqty 150
Feedback cardsqty 150
Pensqty 40
Clipboardsqty 8
Notepadsqty 12
A4 paperqty 2
Tapeqty 12
Labelsqty 300
Arrow stickersqty 40

Safety

First aid kitsqty 2
Flashlightsqty 4
Cable matsqty 12
Emergency exit signsqty 6
Barrier tapeqty 4
Fire blanketsqty 2

Other

Hand trucksqty 2
Storage boxesqty 12
Tool casesqty 2
Scissorsqty 12
Cable tiesqty 200
Spare batteriesqty 24
Umbrella binsqty 2

Tips

Plan around your visitor count: allow roughly 1 chair for every 3 to 4 visitors at busy periods, plus dedicated children’s chairs, feeding chairs and lounge seating where needed.
For refreshments, allow 2 to 3 drinks per person for the first hour, then 1 drink per person for each additional hour. Add chilled storage or coolers before ordering milk, juices and other cold items.
Keep at least 1 changing table and 1 feeding chair available for every 100 expected visitors, and place them away from the busiest exhibitor traffic while keeping them easy to find.
Check the power plan at least 1 week before the fair. Count every coffee machine, kettle, laptop, projector and speaker, then bring enough extension cords and power strips for separate, safely distributed connections.
Prepare the information desk before exhibitors arrive: keep badges, the exhibitor list, the programme and visitor information together, and reserve storage cabinets or a clearly marked area for spare materials.

Frequently asked questions

What do I need for a baby fair?: You need exhibitor furniture, partitions, tables, chairs, changing and feeding furniture, refreshments, serving items, registration materials and presentation equipment. Check the complete list at least 7 days before the fair so missing items can still be ordered or borrowed.
How many drinks do I need for a baby fair?: Plan for 2 to 3 drinks per person during the first hour, followed by 1 drink per person for every additional hour. Add extra water and chilled storage if the fair lasts longer than 3 hours or includes speakers and exhibitors who stay all day.
How many changing tables should a baby fair have?: A practical starting point is 1 changing table per 100 expected visitors, with at least 1 available even for a smaller fair. Confirm the final number 1 week in advance after registrations and expected walk-ins are reviewed.
When should I order baby fair supplies?: Order furniture, partitions and specialist equipment at least 2 to 4 weeks before the fair. Buy chilled goods 1 to 2 days beforehand, and check all deliveries, cables and presentation equipment no later than the day before setup.

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