What to Buy and Bring to a Bike Fair

A bike fair needs more than tables and display space. You will need equipment for registration and payments, clear signs for the visitor route, tools for quick bike adjustments, and safety items for test rides. Plan supplies around the number of exhibitors, visitors and test bikes rather than buying one of everything. Check power access, printing and charging at least one day before the fair, because replacement equipment is harder to arrange once setup has started.

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What to bring

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

Furniture

Foldable tablesqty 28
High tablesqty 8
Folding chairsqty 80
Entrance desk
Bar stoolsqty 12
Bicycle Racksqty 20
Storage racksqty 6
Clothes racksqty 4

Equipment

Cash register terminalsqty 2
Card machinesqty 2
Laptopqty 2
Printer
Sound system
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 10
Charging cablesqty 6
Bike pumpsqty 4
Multi-toolsqty 4
Work standsqty 3
Bike helmets for test ridesqty 20
Laptop locksqty 4

Lighting

LED work lightsqty 8
String lightsqty 6
LED table lampsqty 8
Flashlightsqty 6

Decorations

Stand number signsqty 30
Route arrowsqty 20
Information boardsqty 10
Promotional bannersqty 6
Wayfinding standsqty 10
Tableclothsqty 30
Name badge holdersqty 80
Name badgesqty 100
Cable tiesqty 200
Gaffer tapeqty 8

Tableware

Reusable coffee cupsqty 150
Reusable drinking glassesqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Coolersqty 3
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6
Serving plattersqty 12

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Hand spray bottlesqty 6

Safety

Crowd control barriersqty 12
Non-slip matsqty 10
Cable traysqty 20
Reflective vestsqty 12
First aid kit
Fire extinguishersqty 4

Catering

Groceries
- Coffee beans - 5 kilograms
- Decaf coffee - 1 kilogram
- Black tea - 200 bags
- Green tea - 100 bags
- Herbal tea - 100 bags
- Cocoa powder - 500 gram
- Granulated sugar - 2 kilograms
- Sweetener - 300 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Coffee creamer - 2 liters
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Sparkling water - 24 bottles
- Still water - 36 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Lemons - 3 kilogram
- Ice cubes - 15 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Mini cucumbers - 4 kilograms
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snacks - 8 bags
- Student mix - 4 kilograms
- Rice cakes - 10 packs
- Whole grain crackers - 10 packs
- Mini rolls - 300 pieces
- Whole wheat bread - 12 loaves
- Raisin buns - 100 pieces
- Croissants - 80 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 3 kilograms
- Peanut butter - 2 jars
- Jam - 2 jars
- Pesto - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pickles - 2 jars
- Lettuce - 12 heads
- Cucumbers - 20 pieces
- Tomatoes - 6 kilograms
- Red peppers - 4 kilograms
- Arugula - 2 kilogram
- Herb cheese - 2 kilograms
- Egg salad - 2 kilograms
- Tuna salad - 2 kilograms
- Vegan toppings - 2 kilogram
- Mini quiches - 120 pieces
- Vegetable spring rolls - 120 pieces
- Cheese straws - 100 pieces
- Falafel balls - 100 pieces
- Garlic sauce - 2 liters
- Sweet chili sauce - 2 liters
- Barbecue sauce - 1 liter
- Paprika powder - 1 jar
- Black pepper - 1 jar
- Salt - 1 kilogram
- Olive oil - 2 liters
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- Cleaning spray - 6 bottles
- Disinfectant wipes - 12 packs
- Sponges - 20 pieces
- Rubber gloves - 20 pairs
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls

Tips

Plan one entrance desk and at least one payment terminal for every busy sales point. Bring a backup card machine or payment method if several exhibitors will take payments at the same time.
Allow one name badge, printed guest form and registration confirmation per attendee, plus at least 10% extra for walk-ins and damaged prints. Test the printer and payment method before exhibitors arrive.
For test rides, prepare one helmet per available test bike and keep at least two pumps, multi-tools and work stands available for quick adjustments. A single repair station can create a queue during busy periods.
Count extension cords and power strips by booth rather than by room. Bring at least one spare charging cable for each common device type and secure laptop locks at unattended information points.
Use one stand number sign and one information board for each exhibitor area, then add route arrows at every turn. Pack spare signs, tape and cable ties; missing or loose signs are usually noticed only after visitors arrive.

Frequently asked questions

What do I need for a bike fair?: Bring furniture for the entrance, exhibitor booths and bicycle parking, plus payment terminals, a laptop, printer, signage, lighting and repair tools. For test rides, include helmets, pumps and multi-tools, and prepare one set of printed forms and badges per expected visitor plus 10% spare.
How many bike helmets do I need for test rides?: Plan one helmet for each test bike that may be used at the same time. Add 10% extra if the fair runs for several hours or visitors will move between different bike sizes.
How much signage is needed for a bike fair?: Prepare one stand number sign and one information board per exhibitor area. Add route arrows at every change of direction and keep at least 10% spare signs for replacements or last-minute layout changes.
When should I check the bike fair equipment?: Check all equipment at least 24 hours before opening. Test payment terminals, the printer, sound system, microphone, lights and charging cables, and charge battery-powered devices before setup begins.

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