Business Fair Shopping List

A business fair needs more than exhibition stands and company brochures. You will need a clear registration point, working presentation equipment, enough tableware for catering, and practical supplies for exhibitors and staff. Buy or reserve items early, especially display walls, tables, chairs, a printer, and audio equipment. This checklist helps you prepare the physical setup without overlooking the small items that cause delays on the day.

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What to bring

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

Furniture

Standing tablesqty 25
Beer tablesqty 10
Chairsqty 120
Registration desk
Buffet tablesqty 4
Bar stoolsqty 12
Display wallsqty 25
Clothes racksqty 4

Equipment

Laptopqty 2
Tabletqty 2
Printer
Cash drawer
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 3
Presentation clicker

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Coffee spoonsqty 120
Serving plattersqty 15
Serving tongsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12
Serving jugsqty 6
Bottle openersqty 4
Corkscrewsqty 3

Decorations

Tableclothsqty 30
Plant decorationqty 12
Buntingqty 8
Name badge holdersqty 30
Information boardsqty 8
Photo backdrop

Lighting

LED lampsqty 12
String lightsqty 6

Cleaning

Waste binsqty 10
Hand broomsqty 3
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2

Catering

Groceries
- Coffee beans - 3 kilograms
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Spa Blue - 10 crates
- Spa Rood - 5 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Ginger beer - 3 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- Dry white wine - 12 bottles
- Rosé wine - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Mini wraps - 120 pieces
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Herb cheese - 1 kilogram
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Smoked salmon - 1 kilogram
- Grilled vegetables - 2 kilograms
- Arugula - 1 kilogram
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Red onions - 1 kilogram
- Olives - 2 kilograms
- Sun-dried tomatoes - 1 kilogram
- Herb butter - 1 kilogram
- Mayonnaise - 2 kilograms
- Mustard - 1 kilogram
- Pesto sauce - 1 kilogram
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 2 jars
- Curry powder - 1 jar
- Mixed nuts - 3 kilograms
- Plain chips - 3 kilograms
- Paprika chips - 3 kilograms
- Snack mix - 2 kilogram
- Rice cakes - 6 packs
- Grapes - 4 kilograms
- Apples - 5 kilograms
- Pears - 4 kilograms
- Bananas - 4 kilogram
- Mini muffins - 150 pieces
- Brownies - 120 pieces
- Cookies - 6 packs
- Dark chocolate - 2 kilograms
- Milk chocolate - 2 kilogram
- Yogurt - 5 kilograms
- Granola - 2 kilogram
- Fresh mint - 6 bunches
- Vegan sandwiches - 30 pieces
- Gluten-free rolls - 20 pieces
- Vegan toppings - 2 kilogram
- Gluten-free crackers - 4 packs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Dish soap - 3 bottles
- Rinse aid - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Liquid hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Paper towels - 12 packs
- Nitrile gloves - 4 boxes
- Bandages - 2 boxes

Registration

Name badge holdersqty 150
Name badgesqty 150
Lanyardsqty 150
Pensqty 40
Clipboardsqty 6
Visitor formsqty 150
Exhibitor foldersqty 25
Wristbandsqty 150

Presentation

Program flyersqty 150
Floor plansqty 150
Flyer racksqty 30
A4 sheetsqty 30
Flip chartsqty 2
Markersqty 20
Tapeqty 10
Scissorsqty 6
Staplersqty 3
Staplesqty 10
Cable tiesqty 200
Cable tiesqty 100
Table numbersqty 25
Directional signsqty 12
Entrance banner
Roll-up bannersqty 4

Tips

Plan one registration desk with a laptop or tablet, a printer, name badges, and a cash drawer if payments are collected. Test the printer and prepare spare paper at least one day before the fair.
For each catered service, count one plate, fork, knife, and glass per expected guest, then add 10% extra. Coffee service also needs a cup and coffee spoon for every guest who may use it.
Check every exhibitor’s power needs before buying extension cords and power strips. Provide at least one accessible outlet per powered stand and keep charging stations away from walkways.
Reserve display walls, standing tables, chairs, bar stools, clothes racks, and buffet tables as soon as the floor plan is agreed. Late changes can leave you with the wrong furniture or too little space.
Pack presentation equipment together: projector, projection screen, wireless microphone, speakers, laptop, and presentation clicker. Test the full setup before opening and keep extension cords secured so escape routes remain clear.

Frequently asked questions

What should I buy for a business fair?: Start with registration equipment, exhibitor furniture, presentation equipment, catering tableware, signage, name badges, and power supplies. Finalise quantities after you know the number of exhibitors and registered visitors, then add about 10% spare tableware and printed materials.
How much tableware do I need for a business fair?: Allow one plate, fork, knife, spoon, coffee cup, and water glass per expected guest for each service, plus 10% extra. Add wine glasses only if wine is being served, and provide serving platters and serving tongs for every buffet section.
When should I order business fair equipment?: Reserve furniture, display walls, projector equipment, speakers, and microphones as soon as the floor plan is approved, preferably at least two weeks before the fair. Buy fresh produce and other short-life catering items close to the event, according to the confirmed attendance.
What do exhibitors need to bring or receive?: Prepare an exhibitor folder with the stand number, floor plan, schedule, and practical instructions. Confirm each company’s booth, furniture, power requirements, and delivery details at least one week before the fair.

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