Baby Fair Shopping List

A baby fair needs more than exhibitor tables and a registration desk. Visitors also need clear badges, places to sit, refreshments and practical facilities such as a changing area and coat storage. Plan quantities around your expected visitor and exhibitor numbers, then order printed materials and rented furniture early. This list covers the supplies and equipment that are easy to overlook, including reusable cups, power access, coffee service and presentation equipment.

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What to bring

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

Furniture

Trade fair tablesqty 30
Chairsqty 80
Registration deskqty 2
Bar stoolsqty 6
Coat racksqty 4
Changing room screenqty 4
Lounge armchairsqty 4
Side tablesqty 6
Storage boxesqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 4
Handheld microphone stand

Decorations

Balloonsqty 150
Balloon archqty 2
Tableclothsqty 32
Buntingqty 8
Flower arrangementsqty 6
Photo backdrop
Name card holdersqty 35

Paper goods

Program leafletsqty 400
Floor plansqty 400
Exhibitor badgesqty 80
Visitor stickersqty 500
Notepadsqty 100
Pensqty 60
Sticky notesqty 10
A4 printing paperqty 500

Baby Supplies

Changing matsqty 4
Changing tablesqty 2
Feeding chairsqty 4
Baby blanketsqty 8
Play matsqty 4
Baby Toysqty 20
Trash bins with lidsqty 4

Safety

First aid kit
Cable traysqty 12
Non-slip matsqty 8
Flashlightsqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Hand sanitizer holdersqty 8
Toilet brushesqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 10 boxes
- Herbal tea - 3 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 6 liters
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Ice cubes - 10 bags
- Stirrers - 500 pieces
- Paper napkins - 600 pieces
- Mini croissants - 150 pieces
- Mini rolls - 150 pieces
- Whole grain bread - 8 loaves
- Cheese slices - 3 kilos
- Ham slices - 2 kilo
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Rice cakes - 6 packs
- Whole grain crackers - 6 packs
- Muesli bars - 100 pieces
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Allergen-free cookies - 6 packs
- Gluten-free sandwich rolls - 30 pieces
- Vegan spread - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 10 packs
- Disposable gloves - 4 boxes
- Paper placemats - 200 pieces
- Reusable Drinking Straws - 100 pieces

Tips

Plan one exhibitor table and at least one chair per participating exhibitor, then add a small reserve for late layout changes. Keep the registration desk near the entrance with storage boxes for badges, wristbands and printed information.
Order badges and wristbands at least 10 days before the fair, using your confirmed registration count plus 10% spare. Prepare separate visitor and exhibitor materials so check-in does not slow down.
For a four-hour fair, allow two drinks per person during the first hour and one per person for each additional hour. Include water jugs, reusable cups, coffee cups, plates, cutlery and serving platters rather than relying on one disposable serving set.
Check power requirements at least one week before setup. Count every coffee machine, kettle, speaker, charging station and exhibitor device, then bring enough extension cords and power strips without daisy-chaining them.
Create a changing area with a screen and place coat racks close to the entrance. These are commonly forgotten until the day itself, when moving furniture or finding privacy becomes difficult. Keep lounge seating and side tables away from the main visitor flow.

Frequently asked questions

What do I need for a baby fair registration table?: Prepare a registration desk, badges, wristbands, pens, printed visitor information and storage boxes. Have at least 10% extra badges and wristbands ready, and place the desk at the entrance before exhibitors arrive.
How much food and drink should I buy for a baby fair?: For a four-hour fair, plan two drinks per person in the first hour and one drink per person for each following hour. Add water, coffee, tea, snacks and dietary alternatives, and confirm dietary requirements before placing the catering order.
How many tables and chairs do I need for a baby fair?: Start with one trade fair table and one chair for each confirmed exhibitor. Add 10% spare seating where possible, plus a registration desk, coat racks and a separate changing-room screen.
When should I order baby fair supplies?: Order badges, wristbands, printed materials and rented furniture at least 10 days before the fair. Check equipment, cables, cups and serving items one week before setup, then collect groceries and prepare the registration table on the day before or morning of the event.

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