What you need for a caravan accessories fair

A caravan accessories fair needs more than display tables. You will need a clear way to mark each exhibitor’s space, reliable power for equipment, refreshments, payment supplies and signs that help visitors move around the venue. Plan quantities around the number of exhibitors and expected visitors, then check every electrical connection before setup day. The shopping list below covers the practical items that are easy to overlook, especially lighting, cable management and weather protection.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 30
Bistro tablesqty 8
Folding chairsqty 40
Bar stoolsqty 12
Coat racksqty 2
Bollardsqty 12
Coat hangersqty 80

Equipment

Coolersqty 6
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 4
Laptopsqty 2
Payment terminalsqty 2
Cash registersqty 2
Walkie-talkiesqty 6
Handheld microphonesqty 2
Speakersqty 2
Power banksqty 4

Lighting

LED light stringsqty 6
LED lampsqty 12
Desk lampsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon ribbonqty 2
Entrance banner
Table signsqty 30
Tableclothsqty 30
Flower arrangementsqty 6
Photo backdrop
Photo propsqty 12
Name badgesqty 120
Badge holdersqty 120
Wristbandsqty 200
Directional signsqty 12
Program leafletsqty 200
Pensqty 20
Clipboardsqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Small bowlsqty 20
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving tongsqty 8
Bottle openersqty 4
Cooler thermometersqty 3

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Toilet brushesqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea selection - 200 bags
- Black tea - 40 bags
- Herbal tea - 40 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Lemonade - 4 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Sparkling mineral water - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 3 cases
- Beer - 5 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Prosecco - 4 bottles
- Ice cubes - 20 kilograms
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Ham - 1.5 kilograms
- Chicken breast slices - 1,5 kilogram
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Party nuts - 4 kilograms
- Olives - 2 kilograms
- Mini cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Bell peppers - 2 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Mini muffins - 150 pieces
- Cookies - 8 packs
- Brownies - 80 pieces
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan sandwiches - 30 pieces
- Vegan spread - 1 kilogram
- Vegetarian wraps - 40 pieces
- Wrap filling - 3 kilogram
- Mixed salad - 2 kilogram
- Cucumbers - 10 pieces
- Tomatoes - 20 pieces
- Red onions - 2 kilograms
- Bottles of dressing - 4 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Paper table runners - 10 rolls
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Rubber gloves - 12 pairs
- Dish towels - 12 pieces

Tips

Allow one foldable table per exhibitor space, plus at least two spare tables for registration, refreshments and payment. If the fair is outdoors, add party tents before confirming the booth layout.
Take at least one extension cord and one power strip for every powered booth, with cable reels for longer distances. Bring two or three spare extension cords and secure cables so visitors cannot trip.
Prepare one name badge and one wristband per registered exhibitor or visitor who needs one, then pack at least 10% extra. Keep printed programs and table signs in separate, labelled bundles.
Use one cooler for drinks and a second cooler for food if both are being served. For the first hour, allow two to three drinks per person, then add snacks for roughly one serving per guest.
Bring entrance signage, table signs and an entrance banner before loading decorative items. Check that LED lamps or light strings have compatible power leads, and pack power banks for phones and payment terminals.

Frequently asked questions

What should I buy for a caravan accessories fair?: Start with one table and chair per exhibitor space, then add registration and refreshment tables. You will also need signs, printed programs, name badges, wristbands, coolers, extension cords, power strips and payment equipment. Add tents, lighting and cable reels if the fair is outdoors or the venue has limited sockets.
How many tables do I need for a caravan accessories fair?: Plan one display table per exhibitor, plus two to four shared tables for registration, refreshments and payment. Add at least two spare tables if the exhibitor count may change during the final week. Confirm the booth layout before buying or hiring extra furniture.
How much food and drink should I buy for the fair?: For the first hour, allow two to three drinks per person, then adjust for the expected visit length and weather. Buy approximately one snack serving per guest and keep food and drinks in separate coolers where possible. Finalise the order at least three days before the fair.
What electrical supplies are needed at a caravan accessories fair?: Allow one extension cord and one power strip for each powered booth, plus cable reels where outlets are more than a few metres away. Pack two or three spare extension cords, and bring power banks for phones and payment terminals. Check the venue’s sockets and power limits at least one week beforehand.

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