What you need for a Care Technology Fair

A Care Technology Fair needs more than exhibition tables and product displays. You will need a clear registration setup, reliable presentation equipment, enough power access, visible route signage and supplies for exhibitors and visitors. Plan quantities around the number of stands, speakers and expected visitors rather than buying one of everything. Check the inventory before shopping, charge all devices in advance and allow at least one setup window at the venue.

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What to bring

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

Furniture

Trade show stand panelsqty 24
Exhibitor tablesqty 20
Visitor chairsqty 120
Bar stoolsqty 12
Lounge sofasqty 4
Lounge armchairsqty 8
Side tablesqty 8
Registration desksqty 2
Clothes racksqty 4

Equipment

Laptopsqty 6
Tabletsqty 6
Projector
Projection screen
Wireless microphonesqty 3
Speakersqty 2
Mixer
Extension cordsqty 20
Power stripsqty 20
USB chargersqty 12
Power banksqty 6
Wi-Fi boostersqty 3
Presentation clickersqty 2
Cable traysqty 20
Cable tiesqty 100
Label printersqty 2

Tableware

Coffee cupsqty 150
Glassesqty 180
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 12
Serving traysqty 8
Pliersqty 8

Decorations

Company name signsqty 20
Stand number signsqty 20
Directional signsqty 12
Information bannersqty 8
Tableclothsqty 24
Plantsqty 20
Pen holdersqty 20

Lighting

LED light panelsqty 12
Standing lampsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 3
Vacuum cleanerqty 2
Mopsqty 3
Cleaning bucketsqty 3

Catering

Groceries
- Coffee beans - 4 kilos
- Decaffeinated coffee - 1 kilo
- Black tea - 200 bags
- Herbal tea - 100 bags
- Green tea - 100 bags
- Hot chocolate - 3 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lactose-free milk - 4 liters
- White sugar - 3 kilos
- Sugar substitutes - 500 pieces
- Honey - 2 jars
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 6 bottles
- Apple juice - 4 liter
- Orange juice - 6 liters
- Ginger beer - 3 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Alcohol-free wine - 4 bottles
- Lemons - 3 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Celery - 2 kilo
- Grapes - 5 kilos
- Apples - 6 kilos
- Bananas - 4 kilos
- Mandarins - 5 kilos
- Strawberries - 3 kilos
- Mixed nuts - 3 kilo
- Peanuts - 2 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Rice cakes - 8 packs
- Crackers - 10 packs
- Mini currant buns - 150 pieces
- Mini croissants - 150 pieces
- Mini muffins - 150 pieces
- Brownies - 120 pieces
- Hummus - 12 tubs
- Herb cream cheese - 10 tubs
- Young cheese - 3 kilos
- Aged cheese - 3 kilos
- Turkey breast - 2 kilos
- Raw ham - 2 kilos
- Vegan spread - 2 kilos
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Gluten-free bread - 4 loaves
- Unsalted butter - 2 kilos
- Semi-skimmed spread - 2 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto dressing - 2 bottles
- Olive oil - 1 liter
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Herb mix - 4 jars
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Biodegradable skewers - 500 pieces
- Diet-friendly snack bars - 100 pieces
- Gluten-free crackers - 8 packs
- Vegan cookies - 8 packs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 4 bottles
- Hand soap - 8 bottles
- Hand sanitizer gel - 12 bottles
- Latex-free gloves - 10 boxes
- Trash bags - 150 pieces
- Paper towels - 12 packs
- Toilet paper - 48 rolls

Tips

Plan one registration desk for every 100 to 150 visitors expected during the busiest arrival period. Keep laptops or tablets, badges, a label printer and spare USB chargers at the desks.
Allow at least one exhibitor table and two chairs per stand unless an exhibitor has requested a different setup. Add display panels where products or demonstrations need a visible backdrop.
For presentations, prepare one projector, one screen, a presentation clicker and a microphone for each speaking area. Test the laptop connection and microphone range at least one day before the fair.
Use one extension cord and one power strip for each active stand or demonstration area, then add cable trays and cable ties so visitor routes remain clear. Bring at least 10% more charging capacity than your equipment count.
For refreshments, provide one cup and one glass per expected serving round, plus plates, forks and knives for each attendee if food is served. Confirm dietary requirements before finalising quantities and keep a small reserve for late registrations.

Frequently asked questions

What equipment do I need for a Care Technology Fair?: Plan for laptops or tablets at registration, presentation equipment, wireless microphones, speakers, a mixer, power strips, extension cords and chargers. For each presentation area, allow one projector, one screen and one clicker.
How many tables and chairs do I need for a technology fair?: Start with one exhibitor table and two visitor chairs per stand, then add registration desks and seating for presentations. Confirm the final count after stand assignments are complete, ideally at least 7 days before the event.
How much power equipment should I buy for exhibitor stands?: Allow one extension cord and one power strip for every stand or demonstration area that needs electricity. Add at least 10% spare charging capacity and bring cable trays and cable ties for every cable route.
When should I prepare badges and printed materials?: Prepare visitor and exhibitor badges after registrations and stand assignments are checked, normally 2 to 3 days before the fair. Print the route and booth map and verify signage during the venue walkthrough, at least 1 day before opening.

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