What you need for a Care Volunteers Fair

What to bring

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

Tips

• Plan one registration desk, one laptop, and at least two power outlets for check-in. Bring a printed visitor list as a backup in case the laptop, network, or registration form fails.
• Allow roughly one table per exhibitor booth and provide two chairs per booth unless exhibitors have confirmed different needs. Add accessible routes between booths rather than filling every spare metre.
• For a four-hour fair, budget around two drinks per person in the first hour and one per person for each following hour. Add about 10% extra cups, glasses, plates, and cutlery for breakage, spills, and unexpected visitors.
• Prepare one name badge, programme, and information pack for every registered visitor, exhibitor, volunteer, and workshop leader, plus 10% spare copies. Keep exhibitor materials bundled by booth so setup does not depend on last-minute sorting.
• Check power and presentation needs before hiring equipment: confirm the projector, screen, speakers, microphones, extension cords, and power strips work together at the venue. Pack charging stations, spare cables, and printed signage so visitors can still find registration, workshops, toilets, and accessible entrances if technology fails.

Frequently asked questions

How many tables and chairs do I need for a Care Volunteers Fair?

Start with one table and two chairs for each confirmed exhibitor booth, then add a registration desk and seating for workshops. For 12 exhibitors, that means at least 13 tables and 24 exhibitor chairs, before adding workshop or waiting-area seating.

How much coffee and tea should I buy for a volunteer fair?

For a four-hour event, plan around three hot drinks per person, with about 10% extra. For 60 attendees, prepare supplies for approximately 200 drinks, including coffee, tea, milk, sugar, cups, teaspoons, and hot-water capacity.

How many printed programmes and information packs are needed?

Print one programme and one information pack for each registered visitor, exhibitor, volunteer, and workshop leader, then add 10% spare copies. If 80 people are expected, prepare about 90 sets so late registrations and damaged copies are covered.

When should I order catering and reserve event equipment?

Confirm catering and reserve equipment at least two weeks before the fair. Finalise dietary requirements and the attendance estimate several days before the event, then test the laptop, projector, microphones, speakers, and power setup during the final week.

Plans a lot like this one

• Your 10-year anniversary planning checklist
• What you need for a 10-year anniversary celebration
• A practical checklist for a 100th anniversary
• What you need for a 100th anniversary celebration