Boat show shopping list

A boat show needs more than display tables and a few signs. You will need supplies for exhibitor booths, visitor registration, refreshments, payments, power and clear wayfinding. Use the plan below to check what must be bought, borrowed or brought in before setup day. Pay particular attention to items that are easy to leave until the last minute, such as extension cords, booth numbers, name badge holders, chilled drinks and printed directional signs.

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What to bring

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

Furniture

Trade fair tablesqty 30
Chairsqty 80
High tablesqty 12
Counter tableqty 2
Tableclothsqty 32
Waste binsqty 12

Equipment

Laptopqty 2
Printer
Extension cordsqty 12
Power stripsqty 12
Mobile phonesqty 4
Walkie-talkiesqty 6
Cable reelsqty 4
Payment terminalqty 2
Kettlesqty 2
Coffee machinesqty 2
Refrigeratorsqty 2
Flashlightsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Pouring jugsqty 6

Decorations

Booth numbersqty 30
Table décorqty 20
Buntingqty 8
Announcement signsqty 10
Directional signsqty 20
Name badge holdersqty 80

Promotion

Name badgesqty 250
Wristbandsqty 400
Floor plansqty 350
Program cardsqty 350
Pensqty 30
Clipboardsqty 6

Lighting

LED lampsqty 12

Safety

First aid kitsqty 2
Cable matsqty 12
Warning tapeqty 4
Fire extinguishersqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea selection - 200 bags
- Sugar sticks - 250 pieces
- Sweeteners - 100 pieces
- Milk - 12 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 - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 20 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Savory nuts - 6 bags
- Olives - 6 jars
- Cheese Cubes - 6 kilograms
- Grapes - 6 kilograms
- Apples - 80 pieces
- Cucumber - 12 pieces
- Cherry tomatoes - 6 kilograms
- Carrots - 5 kilograms
- Hummus - 12 tubs
- Baguettes - 20 pieces
- Mini sandwiches - 400 pieces
- Wraps - 120 pieces
- Herb cream cheese - 20 tubs
- Savory vegetarian snacks - 150 pieces
- Vegan snacks - 75 pieces
- Gluten-free snacks - 40 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cocktail sauce - 2 bottles
- Napkins - 1000 pieces
- Stirrers - 300 pieces
- Paper straws - 300 pieces
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 packs

Tips

Plan at least one trade fair table and two chairs for each exhibitor booth, then add a small buffer for shared displays or replacements. Confirm the final exhibitor count before placing the furniture order.
Allow two to three drinks per visitor for the first hour, plus extra water and coffee supplies for exhibitors who stay all day. Chill drinks before doors open rather than relying on a refrigerator during setup.
Bring one extension cord and one power strip for every active booth that needs electricity, and keep cable reels available for longer distances. Test the layout with the lighting on before exhibitors arrive.
Prepare booth numbers, directional signs and name badge holders at least one day before the show. Pack spare printed signs and blank badges; replacing missing labels during registration slows the queue.
Set aside a complete registration and payment kit: laptop, printer, mobile phone, payment terminal and charging or power equipment. Check printer paper, payment connectivity and backup contact numbers before the first visitor arrives.

Frequently asked questions

What do I need for a boat show booth?: Allow one trade fair table, two chairs, a tablecloth and a clearly visible booth number per exhibitor. Add display materials, suitable lighting access and one power strip if the exhibitor needs electricity.
How many chairs and tables do I need for a boat show?: Start with one table and two chairs per registered exhibitor, then add 10% spare seating if space allows. Include high tables or a counter table only where the floor plan calls for informal conversations or a staffed information point.
How much food and drink should I buy for a boat show?: For the first hour, plan on two to three drinks per person, then add roughly one drink per person for each additional hour. Order snacks according to confirmed registrations and collect dietary requirements before finalising the catering order.
When should I prepare boat show signage and badges?: Finish booth numbers, directional signs, announcement signs and name badges at least one day before setup. Keep a printer, blank badge holders and spare signs on site so late exhibitor changes can be handled during registration.

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