What you need for a bike fair
A bike fair needs more than exhibition tables and a few banners. Visitors must be able to register, find the right stand, pay for purchases and move safely around bikes, cables and furniture. Exhibitors also need clearly marked spaces, power access and somewhere to store supplies. Use the shopping list below to buy or bring the practical items that are easy to overlook, especially cable covers, power strips, name badges and backup charging equipment.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Exhibition tablesqty 30
- Chairsqty 80
- Registration tablesqty 2
- Information desk
- Lounge armchairsqty 6
- Clothes racksqty 2
- Bicycle Racksqty 40
- Waste binsqty 10
- Presentation cubesqty 12
Equipment
- Registration tabletsqty 2
- Payment terminal
- Printer
- Extension cordsqty 8
- Power stripsqty 20
- Cable matsqty 20
- Walkie-talkiesqty 6
- Bluetooth speaker
- Power banksqty 4
Kitchen
- Coffee machinesqty 3
- Thermos flasksqty 6
- Coolersqty 4
- Serving traysqty 12
- Storage boxesqty 12
- Serving tongsqty 6
Tableware
- Reusable cupsqty 250
- Glassesqty 150
- Platesqty 250
- Cutlery setsqty 250
Decorations
- Trade show bannerqty 2
- Booth bannersqty 10
- Directional signsqty 20
- Booth numbersqty 30
- Adhesive hooksqty 50
- Cable tiesqty 200
- Name card holdersqty 100
- Wristbandsqty 250
Lighting
- LED work lightsqty 6
Sports equipment
- Bike pumpsqty 4
- Multi-toolsqty 4
- Bicycle standsqty 10
- Ratchet strapsqty 12
Cleaning
- Vacuum cleaner
- Mop setsqty 2
- Broomsqty 3
- Dustpansqty 3
- Microfiber clothsqty 20
Catering
- Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 5 bottles
- Ice tea - 5 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 5 bags
- Snack mix - 4 bags
- Mini wraps - 180 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Ham - 2 kilograms
- Smoked chicken - 2 kilograms
- Cucumber - 12 pieces
- Arugula - 8 bags
- Cherry tomatoes - 4 kilograms
- Olives - 4 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Cookies - 8 packs
- Gluten-free crackers - 3 packs
- Vegan spreads - 4 tubs
- Nut-free snacks - 4 packs
- Ice cubes - 12 bags
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Disposable gloves - 2 boxes
- Labels - 2 packs
Tips
- Plan at least one registration tablet per busy entrance, plus a printed registration list and a printer as backup. A queue of 10 people can form quickly when one device loses power or Wi-Fi.
- For every powered stand, provide an extension cord and power strip, then cover walkways with cable mats. Add spare power banks so registration tablets and payment equipment can keep working during the final hours.
- Buy or bring reusable cups, glasses, plates and cutlery based on the confirmed visitor and exhibitor count, then add roughly 10% extra. Catering often uses more cups and serving items than expected during the first hour.
- Prepare one name badge and exhibitor folder for every confirmed exhibitor, with at least 5 blank badges for late changes. Pack them in storage boxes so they can be handed out quickly at registration.
- Use separate signs for registration, parking, directions and each stand area. Put the first parking and entrance signs up before doors open; visitors should not need to ask where to leave bicycles or find the exhibition hall.
Frequently asked questions
- What do I need to buy for a bike fair?
- Plan for visitor registration equipment, exhibitor and exhibition furniture, signs, power supplies, catering and serving items. Include backup items such as a printer, power banks, spare name badges and storage boxes.
- How many cups and plates do I need for a bike fair?
- Use the confirmed visitor and exhibitor number as your base and add about 10% extra. For a four-hour fair, allow at least one cup per person for catering, with additional glasses if drinks are served separately.
- How many power strips and extension cords do exhibitors need?
- Start with one extension cord and one power strip for each powered stand, then keep at least 10% spare. Check the power plan before shopping so high-load equipment is not connected to one overloaded circuit.
- When should I prepare the bike fair shopping?
- Buy non-perishable materials at least 7 days before the fair and check deliveries 2 to 3 days beforehand. Collect last-minute quantities, such as badges and catering supplies, after exhibitor confirmations close.
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