Care fair shopping list

A care fair needs more than tables and leaflets. You will need a clear registration setup, practical equipment for exhibitors, refreshments, visitor information and supplies that keep the day accessible and orderly. Plan the shopping around the number of exhibitors, expected visitors and opening hours. Items such as badge labels, extension cords, chilled drinks and printed route signs are easy to leave until the last minute, so check them several days before the fair.

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What to bring

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

Furniture

Trade fair tablesqty 24
Chairsqty 80
Display wallsqty 24
Stoolsqty 16
Registration desk
Information desk
Coat racksqty 4
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 160
Forksqty 160
Knivesqty 160
Spoonsqty 160
Serving plattersqty 16
Serving tongsqty 12

Equipment

Laptopsqty 2
Printers
Label printer
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Power stripsqty 12
Extension cordsqty 12
Charging stationsqty 2
Handheld microphonesqty 2

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Knivesqty 4
Serving plattersqty 12
Serving spoonsqty 8
Bottle openersqty 4
Cool bowlsqty 8

Decorations

Tableclothsqty 24
Flower arrangementsqty 8
Trade show bannersqty 6
Directional signsqty 16
Booth numbersqty 24
Table displaysqty 24
Clipboardsqty 12
Display standsqty 24

Lighting

LED lampsqty 12
String lightsqty 6

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning cart
Microfiber clothsqty 24
Hand sanitizer stationsqty 8
Toilet brushesqty 4
Rubber glovesqty 8
Paper dispensersqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 4 packs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Ice cubes - 10 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Rice cakes - 6 packs
- Whole grain crackers - 6 packs
- Mini currant buns - 8 packs
- Mini muesli bars - 100 pieces
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 8 kilos
- Mandarins - 60 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 2 kilos
- Vegetarian spread - 8 tubs
- Whole wheat bread - 12 loaves
- Gluten-free bread - 4 loaves
- Mini rolls - 160 pieces
- Butter - 4 tubs
- Jam - 4 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 grinder
- Paper napkins - 600 pieces
- Paper coffee filters - 2 packs
- Wooden stirrers - 500 pieces
- Bamboo skewers - 300 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Blue trash bags - 40 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Toilet paper - 48 rolls
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Disposable gloves - 4 boxes
- Bandages - 4 boxes
- Cooling compresses - 2 boxes
- Paper tissues - 24 packs
- Face masks - 100 pieces
- Dextrose - 4 rolls
- Low-salt crackers - 4 packs
- Sugar-Free Cookies - 6 packs
- Nut-free cookies - 6 packs

Tips

Set aside one registration desk and one information desk, then bring a laptop, printer, label printer and printed registration lists so check-in does not depend on a single device.
Allow at least one power strip and one extension cord for each cluster of exhibitor stands, and test charging stations before exhibitors arrive. Keep cables out of the visitor route.
For refreshments, match the number of cups, glasses, plates and cutlery to the registered visitor count, then add a 10% buffer. Chill drinks before opening and use coolers for stock during the day.
Prepare name badges and route signs at least 24 hours in advance. Bring spare labels, pens and printed contact lists because last-minute exhibitor changes are common.
Keep accessibility and safety visible: provide clear route signs, leave space around tables and display walls, and check first-aid supplies before volunteers and exhibitors arrive.

Frequently asked questions

What do I need for a care fair registration desk?: Prepare one registration desk with a laptop, printer, label printer, printed registration lists, name badges and spare labels. Have the setup ready at least 60 minutes before visitor registration opens.
How many cups and plates do I need for a care fair?: Use the expected visitor count as your starting number and add 10% for cups, glasses, plates, forks, knives and spoons. For a fair with 100 visitors, that means planning for about 110 of each item used throughout catering.
How many extension cords are needed for exhibitor stands?: Plan at least one extension cord and one power strip for every group of nearby stands, then add two spare extension cords for faults or layout changes. Test all equipment before exhibitors set up.
When should I buy drinks and prepare catering supplies for a care fair?: Buy shelf-stable catering and serving supplies at least 2 to 3 days ahead. Chill drinks on the day before the fair, and check fresh food quantities again after visitor registration closes.

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