Bike Fair Shopping List

A bike fair needs more than tables and display space. You will need a working registration point, reliable power, equipment for basic bike adjustments, and enough cups, plates and refreshments for visitors and exhibitors. Buy or collect supplies early, especially printing materials, payment equipment, bike racks and charging stations. Use this list alongside your floor plan so every stand, entrance and service area has what it needs on the day.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 40
Registration desk
Stoolsqty 12
High tablesqty 6
Bicycle racksqty 12
Clothes racksqty 4

Equipment

Laptopqty 2
Tabletsqty 3
Printer
Payment terminalqty 2
Sound system
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Bike pumpsqty 4
Basic tool kitsqty 4
Tire leversqty 8
Master keysqty 2
Bike repair standsqty 4
Presentation screen
HDMI cablesqty 3

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 100
Platesqty 100
Cake platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Ice packsqty 16

Decorations

Trade show bannersqty 6
Buntingqty 8
Tableclothsqty 24
Name badge holdersqty 40
Directional signsqty 18
Adhesive stripsqty 4

Lighting

LED work lightsqty 6
String lightsqty 8
Batteriesqty 24

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4
Toilet brushesqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Napkins - 500 pieces
- Mini cheese rolls - 100 pieces
- Mini vegetable pies - 100 pieces
- Mini sandwiches - 120 pieces
- Vegetarian wraps - 40 pieces
- Gluten-free crackers - 2 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 4 bags
- Cookies - 8 packs
- Chocolate bars - 80 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paper napkins - 4 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Liquid dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Trash bags - 100 pieces

Tips

Plan one registration device for every 100 expected visitors, plus one printed backup list and a charged laptop or tablet. Keep the printer and spare paper at the registration table, not in a separate room.
Allow at least one extension cord and one power strip for each powered stand, then add 20% extra cable length for safe routing. Test every outlet and charging station before exhibitors arrive.
Provide one bike pump and one basic tool kit for every 10 exhibiting brands or repair-focused stands. Keep tyre levers and tools together at a clearly marked service point so visitors do not borrow them from stands.
Set out two drinking glasses per expected visitor if water is self-service, and prepare roughly two to three drinks per person for the first hour when refreshments are served. Add extra cups for exhibitors who stay all day.
Prepare name badges, directional signs and exhibitor information at least 24 hours before opening. Print 10% more badges and signs than the confirmed registration count to cover late registrations and replacements.

Frequently asked questions

What do I need for a bike fair registration desk?: Use a registration table, one laptop or tablet per 100 expected visitors, a printer, payment terminal if needed, name badges and printed exhibitor information. Prepare the desk and test the devices at least 2 hours before doors open.
How many bike pumps and tool kits do I need for a bike fair?: Start with one bike pump and one basic tool kit for every 10 exhibitors, plus at least one set of tyre levers at the service point. For 30 exhibitors, prepare 3 pumps, 3 tool kits and spare consumables.
How much drinking equipment is needed for a bike fair?: Allow two glasses per visitor when water is available throughout the event, and plan two to three drinks per person for the first hour of a served reception. For 100 visitors, that means at least 200 glasses and 200 to 300 first-hour drinks.
When should I prepare the bike fair supplies?: Collect furniture, bike racks, tools, cables and display equipment at least 2 days beforehand. Finish shopping for drinks, snacks and disposable serving items no later than the day before, then chill drinks before opening.

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