Chemistry Fair shopping list

A Chemistry Fair needs more than tables and demonstration materials. You will also need a working registration desk, reliable power for exhibits, presentation equipment, catering supplies and clear visitor information. Plan quantities from the exhibitor and visitor numbers, then add a small buffer for cups, badges, printed programs and waste capacity. Book furniture, AV equipment and catering early, because these are the items most likely to be unavailable when the floor plan is finalized.

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What to bring

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

Furniture

Trade fair tablesqty 24
Chairsqty 120
Registration desk
Bar stoolsqty 12
Waste binsqty 12
Coat racksqty 2
Transport cartsqty 4

Equipment

Laptopqty 3
Projectorqty 2
Projection screenqty 2
Presentation clickerqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 16
USB sticksqty 4
Coolersqty 4
Handheld scannersqty 2
String lightsqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Refrigeratorsqty 2
Serving bowlsqty 12
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 12

Decorations

Booth numbersqty 24
Tableclothsqty 24
Backdrop clothsqty 24
Info displaysqty 6
Directional signsqty 12
Program standsqty 6
Name badgesqty 150
Badge holdersqty 150
Desk pensqty 12

Safety

Safety gogglesqty 30
Lab coatsqty 20
Nitrile glovesqty 200
Face shieldsqty 10
Drip traysqty 12
Safety tapeqty 6
Warning signsqty 12
Safety data sheetsqty 30
Eye wash bottlesqty 4
Absorbent granulesqty 10
Lockable chemical boxesqty 12

Cleaning

Cleaning spongesqty 12
Microfiber clothsqty 24
Bucketsqty 6
Mopsqty 6
Broom and dustpanqty 4
Hand soap dispensersqty 6
Hand sanitizerqty 6

Catering

Groceries
- Coffee beans - 6 packs
- Tea bags - 300 pieces
- Coffee milk - 12 liters
- Sugar sticks - 500 pieces
- Sweetener - 300 pieces
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 12 bottles
- Ice cubes - 20 bags
- Mini sandwich rolls - 180 pieces
- Whole grain mini rolls - 120 pieces
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Cooked ham - 3 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 6 kilograms
- Lettuce - 12 heads
- Herb butter - 12 tubs
- Mustard - 4 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Mixed nuts - 6 kilograms
- Olives - 4 kilograms
- Grapes - 8 kilograms
- Apples - 100 pieces
- Bananas - 60 pieces
- Mini muffins - 180 pieces
- Brownies - 120 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Vegan toppings - 2 kilogram
- Gluten-free cookies - 4 packs
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 250 pieces
- Wooden stirrers - 500 pieces
- Cocktail sticks - 300 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 12 packs

Tips

Allow one trade fair table and two chairs for each standard exhibitor stand unless an exhibitor has requested different furniture. Add one registration desk, two chairs and a separate table for badges, visitor lists and handheld scanners.
Plan at least one power strip and one extension cord for every demonstration area that needs electricity, then keep spare cables available for stands placed farther from wall sockets. Test the full setup before exhibitors arrive.
For coffee and hot water, provide one coffee machine or kettle for each service point and use thermos flasks to keep drinks available away from the kitchen. Buy more coffee cups and water glasses than the expected first serving round.
Prepare one name badge and one printed program for every registered exhibitor and visitor, plus around 10% extra copies for late registrations or damaged prints. Keep USB sticks with the final program and presentation files at the AV desk.
Place waste bins at registration, catering and the main demonstration areas, and provide coat racks and transport carts where visitors or exhibitors need them. Check these locations against the floor plan at least one day before setup.

Frequently asked questions

What do I need for a Chemistry Fair?: Plan furniture for every exhibitor stand, including tables and chairs, plus a registration desk, waste bins and coat racks. You will also need laptops, projection equipment, microphones, extension cords, power strips, badges, printed programs and catering tableware.
How many tables and chairs do I need for a Chemistry Fair?: Start with one trade fair table and two chairs per standard stand. Add furniture for registration, catering and presentations separately, and confirm unusual stand requirements with exhibitors before placing the order.
How many printed programs and name badges should I prepare?: Prepare one program and one badge for each registered visitor and exhibitor, then print about 10% extra. Finalize the quantities after registration closes, ideally at least 3 to 5 days before the fair.
When should I book Chemistry Fair equipment and catering?: Reserve furniture, AV equipment and catering as soon as the date, location and approximate attendance are confirmed. Aim for at least 4 weeks ahead, and complete the final quantities 3 to 5 days before the event.

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