Business fair shopping list: what to buy and bring

A business fair needs more than tables and company brochures. You need a clear setup for exhibitors, reliable power for laptops and screens, and enough serving equipment for arrivals, breaks and lunch. Use the quantities in your registration data to order catering and prepare badges, booth numbers and signs. This checklist also helps you spot items that are often arranged too late, such as cable trays, extension cords, price lists and dietary information.

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What to bring

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

Furniture

Information desksqty 3
Market stall tablesqty 40
Foldable tablesqty 8
Chairsqty 120
High tablesqty 12
Clothes racksqty 4
Bollardsqty 12
Tableclothsqty 48

Equipment

Laptopsqty 3
Screensqty 3
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 15
Chargersqty 6
Power banksqty 4
Cable traysqty 10
Presentation clickersqty 2
Label printersqty 2
Handheld scannersqty 3
Walkie-talkiesqty 8

Tableware

Coffee cupsqty 120
Water glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 8
Ice containersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Washing-up bowlsqty 3

Decorations

Company name signsqty 40
Stand number signsqty 40
Buntingqty 12
Balloonsqty 150
Balloon ribbonqty 4
Photo backdrop
Adhesive stripsqty 100
Tapeqty 8
Scissorsqty 6
Cable tiesqty 200

Lighting

LED light stringsqty 8
LED table lampsqty 12
Spare batteriesqty 24

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar sticks - 500 pieces
- Sweeteners - 250 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 15 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 20 kilograms
- Mini ice pops - 150 pieces
- Mini croissants - 180 pcs
- Mini chocolate croissants - 120 pieces
- Mini muffins - 180 pieces
- Raisin buns - 100 pieces
- Wholegrain rolls - 100 pieces
- White rolls - 100 pieces
- Young cheese - 4 kilograms
- Hummus - 12 tubs
- Herb cream cheese - 12 tubs
- Chicken breast - 3 kilograms
- Cucumbers - 10 pieces
- Tomatoes - 5 kilograms
- Lettuce - 8 heads
- Butter - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salt sticks - 8 bags
- Mixed nuts - 6 bags
- Grapes - 8 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Vegetarian wraps - 80 pieces
- Vegan toppings - 12 packages
- Gluten-free rolls - 20 pieces
- Lactose-free milk - 4 liters
- Paper napkins - 600 pieces
- Stirrers - 500 pieces
- Teaspoons - 250 pieces
- Cardboard cups - 300 pieces
- Cardboard plates - 300 pieces
- Wooden forks - 300 pieces
- Foil - 2 rolls
- Food storage containers - 20 pieces
- Paper towels - 12 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 8 bottles
- Garbage bags - 120 pieces
- Toilet paper - 48 rolls
- All-purpose cleaner - 6 bottles
- Glass cleaner - 3 bottles
- Dishwasher tablets - 60 pieces
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces

Cleaning

Dustpan and brushqty 4
Floor squeegeesqty 3
Bucketsqty 6
Broomqty 4
Mopqty 4
Waste binsqty 12
Litter pickersqty 3

Office

Clipboardsqty 8
Ballpoint pensqty 40
Markersqty 12
Attendance listsqty 20
Name badgesqty 180
Wristbandsqty 400
A4 printing paperqty 3
Information leafletsqty 400
Notepadsqty 100

Safety

First aid kitsqty 2
Floor markingsqty 6
Cable labelsqty 2

Tips

Plan one information desk for registration and visitor questions, then add one stall table per exhibiting company. Keep a few foldable tables available for check-in, catering or last-minute changes.
Allow one chair per person expected to staff a booth at the same time, plus a few spare chairs. Order tablecloths to match every stall table; uncovered or uneven tables make the floor plan look unfinished.
For the first hour, provide two to three drinks per person, then allow one drink per person for each following hour. Add extra coffee cups, water glasses, plates and cutlery for speakers, staff and exhibitors.
Count every laptop, screen and projector before the event, then match each powered item with an accessible power strip and extension cord. Keep chargers, power banks, cable trays and presentation clickers at the registration or AV desk.
Prepare one name badge and one booth number for every registered participant or company, plus at least 10% spare copies. Print direction signs, parking information and attendance sheets before setup day rather than relying on last-minute printing.

Frequently asked questions

How many tables do I need for a business fair?: Start with one market stall table per exhibiting company, then add one or two information desks and enough foldable tables for registration and catering. Confirm the final number after stall assignments are complete, ideally at least 7 days before the fair.
How much catering should I order for a business fair?: Base the order on confirmed registrations, then add 10% for late arrivals, staff and exhibitors. For drinks, plan two to three per person during the first hour and one per person for each additional hour; confirm dietary requirements no later than 5 days beforehand.
What AV equipment is needed for a business fair?: For presentations, arrange a projector, projection screen, speakers and wireless microphones, plus a presentation clicker. Match each laptop or screen to the required chargers, power strips and extension cords, and test the complete setup at least 2 hours before opening.
When should I print business fair badges and signs?: Print name badges, booth numbers, direction signs and attendance sheets after registrations and company details have been checked. Finish the print run at least 2 working days before the event and keep 10% spare badges and blank copies on site.

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