What to Buy and Bring for a Caravan Fair

A caravan fair needs more than caravans and exhibition pitches. You will need equipment for registration, power, displays, catering and clear visitor information, often spread across several areas of the site. Plan quantities from your exhibitor and visitor numbers, then add a small reserve for breakages, queues and last-minute changes. This shopping list helps you check what must be bought, hired or brought to the venue before setup day.

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What to bring

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

Furniture

Beer tablesqty 12
Folding chairsqty 80
Registration desk
Buffet tablesqty 4
High tablesqty 8
Display wallsqty 20
Brochure racksqty 12
Clothes racksqty 4
Parasolsqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 3
Coolersqty 4
Extension cordsqty 12
Power stripsqty 12
Laptopqty 2
Tabletsqty 4
Card machinesqty 3
Printersqty 2
Walkie-talkiesqty 6
Handheld microphonesqty 2
Active speakersqty 2

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Thermos flasksqty 8
Serving plattersqty 12

Decorations

Company bannersqty 8
Flagsqty 12
Tableclothsqty 16
Plantsqty 20
Balloon archesqty 4
Poster framesqty 12
Directional signsqty 16
Chalkboardsqty 6

Lighting

LED light stringsqty 12
LED spotlightsqty 10
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Trash grabbersqty 3
Broom setsqty 3
Mop setsqty 3
Bucketsqty 6
Microfiber clothsqty 30
Cleaning glovesqty 12
Hand soap dispensersqty 6
Towel dispensersqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Cooling matsqty 8
Food containersqty 12

Catering

Groceries
- Coffee beans - 6 kilo
- Tea bags - 300 pieces
- Black tea - 100 tea bags
- Herbal tea - 100 bags
- Green tea - 100 bags
- Sugar - 4 kilos
- Sweetener - 300 pieces
- Milk - 25 liters
- Oat milk - 8 liters
- Lemon juice - 2 bottles
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 30 bottles
- Cola Zero - 30 bottles
- Orange soda - 20 bottles
- Tonic - 12 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Beer - 8 crates
- Alcohol-free beer - 4 crates
- Paper cups - 400 pcs
- Paper napkins - 1000 pieces
- Mini croissants - 250 pieces
- Mini rolls - 300 pieces
- Multigrain bread - 8 loaves
- White rolls - 80 pieces
- Whole wheat rolls - 80 pieces
- Young cheese - 5 kilos
- Brie - 3 kilo
- Back ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 20 pieces
- Tomatoes - 6 kilos
- Bell peppers - 3 kilos
- Grapes - 8 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Savory snacks - 15 bags
- Olives - 5 jars
- Mixed nuts - 4 kilos
- Gluten-free crackers - 6 packs
- Vegan spreads - 6 tubs
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 3 bottles
- Disinfectant spray - 3 bottles

Office

Visitor badgesqty 600
Exhibitor badgesqty 100
Badge holdersqty 700
Lanyardsqty 700
Clipboardsqty 8
Ballpoint pensqty 40
Markersqty 20
Notepadsqty 20
Tapeqty 12
Scissorsqty 8
Staplersqty 4
Staple boxesqty 8
Labelsqty 500
Presentation foldersqty 40
Envelopesqty 200
Printer paperqty 5
Receipt rollsqty 12
Brochuresqty 1500
Trade fair programsqty 700
Route mapsqty 500
Survey Cardsqty 300
Whiteboardsqty 6

Safety

Conesqty 24
Barrier tapeqty 6
Cable matsqty 12
Flashlightsqty 6
Work glovesqty 12
Safety vestsqty 8
First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 12

Tips

Plan at least one registration device for every 100 expected visitors, plus one printed backup list and a working printer. Test the registration process before exhibitors and visitors arrive.
Allow one table and two chairs for each staffed registration or information point. Add extra seating for exhibitors who will be on their pitches throughout the day.
For coffee service, provide one cup per expected drink at a time and keep at least 10% extra cups, glasses, plates and cutlery available. Two coffee machines or kettles reduce queues at a busy fair.
Count power equipment by pitch rather than by venue. Keep one extension cord and power strip available for each powered display area, and bring spares because caravan pitches rarely have outlets exactly where you need them.
Prepare printed maps, programmes and name badges before the event day. Print around 10% more copies than your confirmed registrations and pack banners, brochure racks and display walls by pitch so setup is faster.

Frequently asked questions

What should I buy for a caravan fair?: Plan registration equipment, tables and chairs, display walls, brochure racks, power cables, catering equipment, tableware, printed maps and name badges. Buy or pack about 10% extra disposable or easily lost items, especially cups, brochures and printed programmes.
How many chairs and tables do I need for a caravan fair?: Start with one table and two chairs for each staffed booth or registration point. Add seating for catering and allow at least 10% spare capacity if exhibitors or visitors may stay for several hours.
How much coffee and tableware do I need for a caravan fair?: For a four-hour fair, estimate two hot drinks per visitor, then add 10% for staff and unexpected demand. Match cups, glasses, plates and cutlery to the highest expected simultaneous use rather than only the final headcount.
When should I prepare the caravan fair shopping list?: Make the first complete list at least 3 weeks before the fair, once exhibitor numbers and catering needs are clear. Recheck it 3 to 5 days before setup, then pack and deliver everything before the site setup begins.

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