What to Buy for a Business Fair

A business fair needs more than exhibition tables and name badges. You also need a workable registration point, clear booth presentation, catering supplies and reliable connections for screens and laptops. Plan quantities from the number of exhibitors and visitors, then add a small buffer for breakage, late registrations and extra servings. This shopping list helps you check the details that are often left until the final setup day, especially cables, table coverings, serving equipment and waste collection.

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What to bring

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

Furniture

Exhibition tablesqty 30
Visitor chairsqty 80
Bar stoolsqty 12
Registration desk
Buffet tablesqty 4
Waste binsqty 8
Coat racksqty 4
Display wallsqty 30
Tableclothsqty 30

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 120
Platesqty 150
Dessert platesqty 120
Coffee spoonsqty 120
Forksqty 150
Knivesqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving boardsqty 8
Serving plattersqty 12
Pliersqty 8
Serving spoonsqty 8
Ice packsqty 24

Equipment

Laptopqty 2
Presentation screensqty 2
HDMI cablesqty 4
Extension cordsqty 12
Extension cordsqty 12
Power banksqty 6
Microphone
Cash drawersqty 2
Card machinesqty 2
Walkie-talkiesqty 6

Lighting

LED string lightsqty 8
Standing lampsqty 6

Decorations

Company name signsqty 30
Direction signsqty 12
Roll-up bannersqty 6
Flower arrangementsqty 8
Table signsqty 30

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Black tea - 1 box
- Herbal tea - 1 box
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 4 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Coffee spoons - 150 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Bitterballen - 8 kilogram
- Mini spring rolls - 5 kilograms
- Mini quiches - 180 pieces
- Vegetarian samosas - 120 pieces
- Cheese bites - 120 pieces
- Wraps - 100 pieces
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Smoked salmon - 1 kilogram
- Young cheese - 2 kilograms
- Arugula - 1 kilogram
- Cucumber - 3 kilograms
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Olives - 2 kilograms
- Grapes - 5 kilograms
- Apples - 60 pieces
- Pears - 40 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilograms
- Mini muffins - 150 pieces
- Brownies - 120 pieces
- Cookies - 4 kilograms
- Paprika chips - 3 kilograms
- Plain chips - 3 kilograms
- Salted Nuts - 2 kilograms
- Rice crackers - 2 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Lemon juice - 2 bottles
- Ice cubes - 10 kilograms
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Diet labels - 100 pieces

Registration

Name badgesqty 180
Badge holdersqty 180
Lanyardsqty 180
Pen setsqty 12
Registration binsqty 4
Visitor formsqty 200

Communication

Program leafletsqty 200
Business directoriesqty 200
Evaluation formsqty 150
Flyersqty 500
Tapeqty 12
Scissor setsqty 6
Permanent markersqty 24
Poster puttyqty 12

Safety

Cable matsqty 20
Non-slip matsqty 12
Flashlightsqty 4
Reflective vestsqty 8

Packaging

Storage cratesqty 20
Boxesqty 20
Labelsqty 200

Tips

Allow one exhibition table per participating company, plus one registration desk and enough buffet tables for the catering layout. Add at least one spare table if the floor plan has room for it.
Plan two to three coffee cups and water glasses per expected visitor when there is no washing-up service. For a full-day fair, keep extra tableware available for lunch and dessert rather than counting only one set per person.
Check every presentation location before the event and provide one HDMI cable and a suitable extension cord for each active screen or laptop setup. Bring at least two spare cables and extension cords if several companies are presenting.
Use one waste bin near registration, one near catering and one in the exhibition area as a minimum. Empty them before the main break so overflowing bins do not obstruct booths or visitor routes.
Buy ice packs, coolers and enough serving boards or platters at least one day before the fair. Confirm dietary requirements before ordering food, and keep labelled serving spoons or tongs available for each separate dish.

Frequently asked questions

How many tables do I need for a business fair?: Start with one exhibition table for each participating company, then add tables for registration and catering. Keep one spare table available where possible, especially if companies may bring extra materials or equipment.
How much tableware is needed for a business fair?: For drinks, plan two to three cups or glasses per visitor if there is no washing-up during the event. Add plates, dessert plates, forks, knives and spoons for the number of people eating, plus a 10% spare quantity.
When should I buy business fair supplies?: Buy furniture, display walls and screens as soon as the floor plan is confirmed. Purchase consumables, tableware and catering supplies at least 24 hours before the event, and check technical cables again on setup day.
How many HDMI cables and extension cords do I need?: Count one HDMI cable and one extension cord for every presentation screen or laptop station that needs power or a connection. Add at least two spare cables and extension cords for a fair with multiple exhibitors.

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