What you need for a climate fair

A climate fair needs more than tables and handouts. Visitors must be able to find registration, exhibitors and workshops quickly, while presenters need reliable power, sound and projection. Use the shopping list below to prepare the venue, information points, workshop areas and catering setup. Check quantities against your floor plan and expected attendance, then order printed materials and technical equipment early enough to allow for delivery and testing.

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What to bring

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

Furniture

Foldable tablesqty 18
Folding chairsqty 100
Beer tablesqty 6
Bar stoolsqty 12
Party tentsqty 6
Registration desk
Brochure racksqty 8
Coat racksqty 2
Dressing tablesqty 2

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 12
USB sticksqty 4
Charging stationsqty 2
Cable traysqty 12

Lighting

LED string lightsqty 8
LED work lightsqty 6
Lanternsqty 8

Decorations

Info boardsqty 12
Poster panel setsqty 8
Tableclothsqty 18
Plant containersqty 12
Chalkboardsqty 6
Name badge holdersqty 30
Directional signsqty 15
Banner framesqty 6

Tableware

Reusable coffee cupsqty 100
Reusable drinking cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Serving plattersqty 12
Serving tongsqty 12
Coffee potsqty 6
Water jugsqty 10

Kitchen

Kettlesqty 3
Coffee machinesqty 3
Coolersqty 6
Cutting boardsqty 4
Paring knivesqty 4
Bread knivesqty 3
Measuring cupsqty 3
Storage boxesqty 12
Thermos flasksqty 6

Cleaning

Waste binsqty 12
Waste sorting stickersqty 12
Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Catering

Groceries
- Coffee beans - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chai tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 6 liters
- Soy milk - 3 liters
- Lemons - 3 kilos
- Tap water - 60 liters
- Sparkling water - 30 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 8 liters
- Coca-Cola Zero - 8 liters
- Ginger lemonade - 6 liters
- Mint Sprigs - 10 bunches
- Cucumbers - 12 pieces
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Mandarins - 8 kilos
- Carrots - 6 kilos
- Peppers - 4 kilos
- Cherry tomatoes - 4 kilos
- Cucumber - 3 kilos
- Radish - 2 kilos
- Plain Hummus - 12 tubs
- Hummus and bell pepper - 8 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Goat cheese - 2 kilos
- Vegan cheese - 2 kilo
- Whole wheat bread - 20 loaves
- Wholemeal bread rolls - 100 pieces
- Wholegrain wraps - 60 pieces
- Knäckebröd - 10 packs
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Pesto - 8 jars
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Pepper - 1 jar
- Salt - 1 pack
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Cumin - 1 jar
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Mixed nuts - 4 kilos
- Raisins - 3 kilos
- Oatmeal cookies - 8 packs
- Vegan brownies - 80 pieces
- Olives - 6 jars
- Pickles - 4 jars
- Sun-dried tomatoes - 4 jars
- Falafel - 200 pieces
- Lentil salad - 12 kilo
- Pasta salad - 12 kilos
- Green salad - 10 kilos
- Wholewheat couscous - 5 kilo
- Chickpeas - 12 cans
- Lentils - 12 cans
- Diced tomatoes - 8 cans
- Butter - 2 kilos
- Baking paper - 4 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 3 boxes
- Compostable trash bags - 100 pieces
- Residual waste bags - 100 pieces
- Tissues - 12 packs

Tips

Plan one registration desk with enough badge holders for every registered visitor, plus a small reserve for walk-ins. Keep pens, the visitor list and dietary information at the desk rather than in a separate room.
Match tables, chairs and stools to the floor plan before ordering. Leave clear routes between exhibitor pitches, workshops, coat racks and catering; furniture that arrives without a layout often blocks the busiest paths.
Count power requirements by area, not just by device. Map laptops, projectors, speakers and charging stations first, then add extension cords, power strips and cable trays so cables do not cross visitor routes.
Prepare one complete signage set for the entrance, registration desk, workshop rooms, toilets and each exhibitor area. Print and pack directional signs, banners and information boards together so nothing is missing during setup.
Bring presentation backups on USB sticks and test every projector, screen, microphone and speaker at the venue before visitors arrive. Pack LED work lights for setup and extra lighting if exhibitors remain after daylight fades.

Frequently asked questions

What should I buy for a climate fair?: Plan for visitor flow, exhibitor areas and workshops: tables, chairs, registration supplies, signs, information boards, power equipment, presentation technology, lighting and catering supplies. Use the 54-item shopping list as the starting point, then adjust quantities to your attendance and floor plan.
How many chairs do I need for a climate fair?: Order one chair per planned seated place in workshops, talks and waiting areas, then add roughly 10% spare chairs. Keep exhibitor pitches flexible with tables or stools rather than placing chairs everywhere.
How early should I order climate fair supplies?: Order printed materials, banners, badges and specialist equipment at least 2–3 weeks before the fair. Confirm rentals and catering earlier if the date is busy, and reserve the final few days for checking deliveries and testing technology.
What power equipment is needed for a climate fair?: List every laptop, projector, speaker, charging station and light by room before buying or hiring equipment. Provide extension cords, power strips and cable trays for each active area, with at least one spare power strip and extension cord on site.

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