Caravan Fair Shopping List

A caravan fair needs more than tables and brochures. You need a clear way to register visitors, label stalls, guide cars and exhibitors, and keep equipment powered safely across the floor. This shopping list covers the practical supplies behind the reception desk, exhibitor areas, demonstrations and parking plan. Check quantities against your exhibitor count, planned opening hours and venue layout before you shop, especially for signs, extension leads, name badges and printed maps.

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What to bring

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

Furniture

Reception desk
High tablesqty 8
Trade fair tablesqty 24
Folding tablesqty 6
Chairsqty 60
Bar stoolsqty 12
Brochure racksqty 6
Clothes racksqty 2
Waste binsqty 10
Waiting postsqty 4

Equipment

Laptopqty 2
Tabletsqty 3
Label printer
Printer
Mobile phoneqty 4
Walkie-talkiesqty 6
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 4
Cable matsqty 12
Laptop locksqty 2
Presentation screen
HDMI cablesqty 3

Lighting

LED work lightsqty 6
String lightsqty 8
Emergency lightsqty 4

Signage

Directional signsqty 12
Table signsqty 30
Parking signsqty 8
Information boardsqty 6
Floor plansqty 80
Barrier tapeqty 4
Conesqty 20

Safety

Fire extinguishersqty 6
Work glovesqty 12
Safety vestsqty 10
Flashlightsqty 6
Wheelchair ramp

Decorations

Flagsqty 12
Balloonsqty 100
Balloon weightsqty 10
Tableclothsqty 30
Trade show bannersqty 6
Sticky tackqty 10
Paper tapeqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Water carafesqty 6
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Ice packsqty 20

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning cart

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Ice cubes - 10 kilos
- Stir sticks - 200 pieces
- Paper napkins - 400 pieces
- Mini croissants - 120 pieces
- Mini raisin buns - 80 pieces
- White baked bread rolls - 100 pieces
- Multigrain bake-at-home rolls - 100 pieces
- Unsalted butter - 2 kilos
- Strawberry jam - 3 jars
- Cheese - 3 kilos
- Young cheese - 2 kilos
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 1.5 kilos
- Cucumber - 3 kilos
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Savory nuts - 6 bags
- Mixed nuts - 4 bags
- Cookies - 8 packs
- Spiced breakfast cake - 4 packs
- Apples - 6 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Carrots - 3 kilos
- Bell peppers - 2 kilos
- Cherry tomatoes - 2 kilos
- Herb cheese - 1 kilo
- Cream cheese - 1 kilo
- Gluten-free rolls - 20 pieces
- Gluten-free crackers - 4 packs
- Vegan spread - 1.5 kilo
- Vegan wraps - 40 pieces
- Vegetarian mini quiches - 60 pieces
- Mini sausage rolls - 80 pieces
- Mini cheese rolls - 80 pieces
- Wraps - 80 pieces
- Chicken breast strips - 2 kilos
- Feta - 1 kilo
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Pesto - 4 jars
- Satay sauce - 3 jars
- Garlic sauce - 3 bottles
- Napkin dispensers - 6 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Hand gel - 8 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper towels - 12 packs

Tips

Allow one visitor name badge per expected attendee, plus 10% extra for walk-ins, spelling mistakes and replacements. Keep the label printer and spare label rolls at the reception desk.
Plan at least one table sign for every exhibitor stall and one information board at each main entrance or decision point. Print the visitor map and program in the same quantity as your expected visitor count, with 10% extra.
Count power points before the fair opens: use cable reels, extension cords and power strips only where needed, and cover every cable crossing with a cable mat. Test the presentation screen, HDMI cables and laptop at least one day before opening.
Provide one waste bin for each main zone, including reception, catering and busy demonstration areas, then add liners for at least two emptying rounds. Put high tables and bar stools near social areas rather than blocking stall access.
Prepare directional and parking signs before the setup day, not during visitor arrival. Pack tape, markers, spare printed signs and basic cleaning supplies with the signage so a missing arrow or damaged sign can be replaced immediately.

Frequently asked questions

How many name badges do I need for a caravan fair?: Prepare one badge for every expected visitor, exhibitor and volunteer, then add 10% extra. For 200 expected attendees and 30 exhibitors or staff, print at least 253 badges.
How many tables are needed for a caravan fair?: Start with one assigned trade fair table per exhibitor, then add separate tables for reception, registration, catering and demonstrations. For 25 exhibitors, plan at least 29 tables before checking the floor plan.
When should I buy printed maps, signs and brochures?: Order the main print run at least 7 days before the fair, after stall assignments and the visitor map are final. Keep 10% extra copies for late registrations, damaged sheets and exhibitors who need more.
How much electrical equipment do I need for a caravan fair?: Count each laptop, screen, printer, label printer and other powered device, then provide one suitable connection per device plus 10% spare capacity. Test every cable, power strip and cable reel at least 24 hours before opening.

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