Business fair shopping list

Use this shopping list to prepare the practical setup for a business fair with multiple participating companies. It covers booth presentation, visitor registration, signs, furniture, power, lighting, presentations and refreshments. Check quantities against the number of companies, booths and attendees before buying or collecting anything. The items people often arrange too late are extension cords, power strips, company signs, booth numbers and enough coffee cups and plates for the busiest break.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
High tablesqty 10
Registration desk
Clothes racksqty 2
Display wallsqty 24
Bollardsqty 8

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 10
Power stripsqty 12
Charging stationsqty 2

Lighting

LED lampsqty 12
String lightsqty 6

Decorations

Company signsqty 30
Booth numbersqty 30
Route signsqty 10
Tableclothsqty 18
Flower arrangementsqty 8
Flagsqty 12
Adhesive hooksqty 50
Cable tiesqty 100

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Ice cube traysqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Coolersqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8
Waste binsqty 10
Towel rollsqty 6
Toilet brushesqty 3

Other

Name card holdersqty 120
Pensqty 40
Notepadsqty 120
Wristbandsqty 150
Clipboardsqty 4
First aid kitsqty 2
Umbrella binsqty 2

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 packs
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 60 bottles
- Spa Rood - 30 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 8 bottles
- Ice cubes - 25 kilos
- Mini rolls - 180 pieces
- Multigrain rolls - 120 pieces
- Herb cream cheese - 3 kilo
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Hummus - 2 kilos
- Pesto - 1 kilo
- Cucumbers - 4 kilos
- Cherry tomatoes - 4 kilos
- Arugula - 1 kilo
- Bell peppers - 3 kilos
- Olives - 2 kilos
- Grapes - 6 kilos
- Apples - 120 pieces
- Bananas - 80 pieces
- Mini croissants - 120 pieces
- Mini muffins - 120 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snack mix - 8 bags
- Snack mix - 8 bags
- Dark chocolate - 3 kilos
- Milk chocolate - 3 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Napkins - 600 pieces
- Paper cups - 300 pieces
- Paper plates - 300 pieces
- Wooden stirrers - 300 pieces
- Cocktail picks - 500 pieces
- Food labels - 100 pieces
- Diet labels - 50 pieces
- Trash bags - 40 pieces
- Organic waste bags - 20 pieces
- Toilet paper - 36 rolls
- Hand soap - 6 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Paper towels - 12 rolls
- Disinfecting wipes - 8 packs
- Nitrile gloves - 4 boxes

Tips

Count one company sign and one booth number for every participating company, then add a small spare supply for damaged or missing signs. Prepare route signs for the entrance, registration desk, presentation area and toilets.
Plan power per booth before shopping. Include enough extension cords and power strips for laptops, lighting and presentation equipment, and keep charging stations in an accessible area rather than behind a booth.
For tableware, calculate coffee cups, glasses, plates and cutlery for the largest serving round, not just the average attendance. Add a reserve of around 10% so a delayed collection or dropped items does not stop service.
Buy or collect display materials before the final booth layout is fixed. Display walls, clothes racks, adhesive hooks and cable ties are easy to overlook and are difficult to source on the event day.
Keep presentation equipment together as one checked set: laptop, projector, projection screen, speakers, microphone and mixer. Test compatibility and pack spare connection cables at least one day before the fair.

Frequently asked questions

What do I need for a business fair booth?: Each booth normally needs a table or other display surface, a company sign, a booth number and any display walls, clothes racks or lighting required by the exhibitor. Confirm the setup with each company before the layout is final, preferably at least 7 days in advance.
How many signs do I need for a business fair?: Plan one company sign and one booth number per participating company. Add route signs for key areas and keep at least 5% extra signs or printed copies available for last-minute changes or damage.
How many coffee cups and glasses should I buy for a business fair?: Use the attendee count and the busiest refreshment period as your baseline, then add about 10% spare tableware. For example, for 100 attendees, prepare at least 110 cups, glasses, plates and cutlery sets if items are not washed during the event.
When should I buy business fair supplies?: Buy or reserve furniture, equipment and display materials at least 2 weeks before the fair. Complete the final stock check and collect printed signs, tableware and cables no later than 1 day before setup.

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