Beauty fair shopping list: what to buy and bring

A beauty fair needs more than products on display. You also need a working registration point, mirrors and lighting for demonstrations, clear exhibitor information, and enough equipment to share power safely. Use this list to plan what to buy, borrow or bring before opening day. Check exhibitor requirements early, because extra tables, chairs, extension cords and payment equipment are easy to arrange late but difficult to replace on the day.

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What to bring

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

Furniture

Trade show standqty 12
Tablesqty 18
Chairsqty 48
Bar stoolsqty 8
Registration desk
Dressing tablesqty 6
Waste binsqty 8
Clothes racksqty 4

Decorations

Tableclothsqty 18
Backdrop clothsqty 12
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Decorative bowlsqty 12
Directional signsqty 10
Information boardsqty 12

Equipment

Mirrorsqty 14
Ring lightsqty 8
Extension cordsqty 12
Power stripsqty 12
Laptopqty 2
Printer
Payment terminalqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Wireless microphone
Speakersqty 2
Drawer cabinetsqty 6

Tableware

Reusable glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Scissorsqty 6
Bottle openersqty 4
Thermos flasksqty 4
Ice packsqty 16
Storage binsqty 12
Serving trays with lidsqty 8

Registration

Name badgesqty 250
Wristbandsqty 250
Clipboardsqty 6
Pensqty 30
Visitor formsqty 250
Program bookletsqty 250
Floor plansqty 250
Wristband traysqty 4

Lighting

LED spotlightsqty 12
String lightsqty 6
Batteriesqty 40

Cleaning

Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 4
Microfiber clothsqty 20
Dustpans and brushesqty 4
Toilet brushesqty 4

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 250 pieces
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Cocoa powder - 1 kilogram
- Sugar sticks - 300 pieces
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 kilograms
- Mini ice pops - 150 pieces
- Mini croissants - 120 pieces
- Mini muffins - 120 pieces
- Mini brownies - 100 pieces
- Savory puff pastry snacks - 150 pieces
- Mini wraps - 120 pieces
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Herb cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Smoked chicken breast - 1 kilogram
- Smoked salmon - 1 kilogram
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Carrots - 2 kilogram
- Grapes - 4 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Strawberries - 3 kilograms
- Mixed nuts - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Rice crackers - 6 packs
- Olives - 2 kilograms
- Pickles - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Cocktail sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Basil - 6 bunches
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Wraps - 150 pieces
- Whole grain bread - 8 loaves
- Gluten-free crackers - 6 packs
- Vegan spread - 1 kilogram
- Gluten-free toppings - 1 kilogram
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Trash bags for small bins - 100 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 3 bottles
- Disinfectant spray - 6 bottles
- Hand soap - 8 bottles
- Hand sanitizer gel - 12 bottles
- Toilet paper - 48 rolls
- Paper towels - 24 packs
- Nitrile gloves - 20 boxes
- Cotton swabs - 10 boxes
- Cotton pads - 20 packs
- Cleaning wipes - 20 packs
- Small tissues - 30 boxes
- Makeup remover - 12 bottles
- Micellar water - 12 bottles
- Hand cream - 12 tubes
- Hairspray - 8 cans
- Hair gel - 8 jars
- Disposable mascara applicators - 500 pieces
- Disposable lip applicators - 500 pieces
- Disposable makeup sponges - 300 pieces
- Disposable hairbrushes - 150 pieces
- Mini hand mirrors - 150 pieces
- Disposable swim caps - 150 pcs
- Sample bags - 500 pieces
- Paper carrier bags - 300 pieces
- Labels - 500 pieces
- Tape - 12 rolls
- Double-sided tape - 8 rolls
- Cable ties - 300 pieces
- Printer paper - 5 packs
- Print cartridges - 2 sets
- Cash Register Envelopes - 100 pieces
- Dustpan bags - 20 pieces

Tips

Plan at least one registration desk, printer and laptop for visitor check-in, then prepare name badges and printed maps before exhibitors arrive. Keep spare paper and ink available so registration does not stop after the first batch.
For each demonstration booth, allow a mirror, ring light, extension cord and power strip where needed. Test every connection before opening and keep cables away from walkways.
Bring one waste bin per busy area or booth cluster, especially near product testing and refreshments. Empty them before the fair starts and schedule another check during the busiest period.
Use directional signs at the entrance, registration point and any turns in the route. Print the map and programme in advance, and place information boards where visitors can read them without blocking the aisles.
Chill drinks before guests arrive and check that coffee machines and kettles have safe access to power. Keep coolers, cups and refreshments together so exhibitors are not leaving their booths to search for supplies.

Frequently asked questions

What do I need for a beauty fair booth?: Plan for a trade show stand or table, a tablecloth, product information, price lists and suitable storage. Add a mirror, ring light and power access for demonstrations, and allow at least one waste bin for shared testing areas.
How many chairs and tables do I need for a beauty fair?: Start with one table and two chairs for each exhibitor who needs a seated consultation, then add bar stools or dressing tables for demonstrations where required. Confirm final quantities with exhibitors at least one week before the fair.
What equipment should I bring for beauty fair registration?: Prepare one registration desk, a laptop, printer, name badges and printed visitor information. Bring spare paper, ink and extension access, and set up the registration point at least 60 minutes before doors open.
How early should I prepare beauty fair supplies?: Confirm exhibitor equipment and power needs 7 to 14 days before the event. Buy or borrow disposable and printed supplies at least 3 days ahead, then test lighting, speakers, payment terminals and printers the day before.

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