What to buy for a camper fair

A camper fair needs more than display space and vehicles. You will need practical supplies for exhibitor stands, visitor registration, presentations, catering, signage and safe cable management. Plan quantities around the number of exhibitors and expected visitors: each stand needs its own display materials, while shared equipment belongs near the entrance or presentation area. This shopping list helps you check the items that are often ordered too late, especially printed materials, power supplies and weather protection.

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What to bring

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

Furniture

High tablesqty 8
Tablesqty 12
Chairsqty 80
Presentation tableqty 2
Coat racksqty 2
Waste binsqty 10

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Cable reelsqty 3

Lighting

LED lampsqty 12
Mood lightingqty 4

Decorations

Bannersqty 6
Flagsqty 12
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12
Chalkboardsqty 6
Plantsqty 8

Stand materials

Party tentsqty 4
Back wall panelsqty 12
Brochure holdersqty 20
Display standsqty 8
Power splittersqty 10
Cable matsqty 12

Registration

Registration desk
Name badgesqty 150
Badge holdersqty 150
Clipboardsqty 4
Pensqty 30
Cash box
Payment terminal

Printed materials

Floor plansqty 200
Program leafletsqty 200
Exhibitor badgesqty 30
Directional signsqty 20
Tapeqty 8
Cable tiesqty 100

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 3
Knivesqty 6
Small bowlsqty 12

Cleaning

Cleaning bucketsqty 4
Broomsqty 3
Floor squeegeesqty 2
Vacuum cleanerqty 2
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Stirrers - 300 pieces
- Paper napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 250 pieces
- Wooden cutlery - 250 sets
- Toast - 12 packs
- Crackers - 10 packs
- Baguettes - 12 pieces
- Butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Cucumber - 4 kilos
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 6 kilos
- Bananas - 4 kilos
- Mandarins - 4 kilo
- Mixed nuts - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Olives - 6 jars
- Pickles - 4 jars
- Cookies - 10 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan spread - 2 kilos
- Vegan wraps - 4 packs
- Allergen cards - 30 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Small trash bags - 50 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Hand sanitizer - 6 bottles
- Hand soap - 6 bottles
- Toilet paper - 24 rolls
- Paper towels - 12 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Bandages - 2 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Drinking straws - 200 pieces

Tips

Prepare one complete stand kit per exhibitor: include a table or display surface, a brochure holder, display stands, signage and the required power splitters. Keep two or three spare brochure holders and cable mats for last-minute changes.
Order name badges and printed floor plans at least 5–7 days before the fair. Print 10% extra badges and floor plans so you can handle walk-ins, exhibitor changes and damaged copies.
Allow about 1 chair per seated presentation place and 2–3 high tables for informal conversations near the reception area. Add tablecloths for every visible table, including the presentation table.
For presentations, arrange the laptop, projector, projection screen, speakers and microphone together, then bring at least 2 extension cords, 2 power strips and one cable reel. Test all equipment at the venue before exhibitors arrive.
If any stands or visitor areas are outdoors, prepare one party tent or suitable cover per exposed area and secure the cable mats before opening. Check the weather forecast 24 hours beforehand and keep spare LED lamps available for dim spaces or late pack-down.

Frequently asked questions

What do I need for a camper fair exhibitor stand?: Plan one table or display surface, brochure holders, display stands, signage and suitable power access for each exhibitor. Keep at least 10% extra small stand supplies, because exhibitor requirements often change during the final week.
How many chairs and tables do I need for a camper fair?: Start with one chair for each planned seated presentation place, plus 2–3 high tables for reception and informal discussions. Add one table per exhibitor if the stand layout uses tables, and confirm the final count after assigning booth spaces.
What presentation equipment should I buy or bring to a camper fair?: Prepare one laptop, projector and projection screen, plus portable speakers and a microphone if presentations are scheduled. Bring at least 2 extension cords, 2 power strips and one cable reel, then test the complete setup at least 2 hours before opening.
How early should I order printed materials for a camper fair?: Order brochures, signs, badges and floor plans 5–7 days before the event. Print about 10% extra visitor materials and badges to cover walk-ins, exhibitor changes and reprints.

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