What to Buy and Bring for a Comic Fair

A comic fair needs more than tables for exhibitors. Visitors need a clear entrance, exhibitors need practical stand equipment, and volunteers need working payment and information supplies. Plan drinks and coffee for the full opening period, then add serving items, lighting and power equipment before shopping. This list helps you check what must be bought, collected or brought to the venue so small gaps do not appear when the doors open.

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What to bring

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

Furniture

Foldable tablesqty 32
Folding chairsqty 80
Entrance table
Information desk
Bar stoolsqty 4
Clothing rackqty 2
Transport cartsqty 3
Tableclothsqty 34
Storage boxesqty 10

Equipment

Laptopqty 2
Printer
Payment terminalqty 2
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 2

Lighting

LED lightsqty 8
Mood lightingqty 6

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knivesqty 3
Bread knivesqty 2
Serving traysqty 6
Ice packsqty 16

Decorations

Strip postersqty 12
Directional signsqty 12
Booth numbersqty 32
Table displaysqty 20
Book standsqty 40
Notice boardsqty 4
Poster puttyqty 6
Tapeqty 10
Ropeqty 2
Scissorsqty 6
Markersqty 12
Name badgesqty 50

Catering

Serving tongsqty 6
Drink dispensersqty 2
Sugar bowlsqty 4
Milk jugsqty 4
Water jugsqty 6
Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 bottles
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Popcorn - 3 bags
- Cookies - 6 packs
- Brownies - 4 boxes
- Mini muffins - 4 boxes
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 tubs
- Carrots - 3 bags
- Cucumber - 4 pieces
- Cherry tomatoes - 4 trays
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Cheese slices - 3 packs
- Ham - 3 packs
- Wholemeal bread - 6 loaves
- White rolls - 60 pieces
- Rye bread - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 jar
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 250 pieces
- Wooden stirrers - 300 pieces
- Cocktail sticks - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Dish soap - 2 bottles
- Disinfectant wipes - 4 packs
- Hand gel - 4 bottles
- Paper towels - 6 packs

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Keep extra bottled water available for exhibitors and volunteers, who are on site longer than most visitors.
For coffee service, allow one cup per expected drinker plus 10% spare cups, and bring enough coffee, milk and sugar for the whole opening period. Set out coffee cups, glasses, plates, forks, knives and spoons before exhibitors arrive.
Count one tablecloth for every visible table, including the entrance table and information desk. Bring at least two spare cloths in case of spills, and label storage boxes so supplies do not disappear between setup and closing.
Check every payment terminal, laptop, printer and USB stick at least one day before the fair. Pack extension cords and power strips by area, and test them in the actual stand layout rather than discovering a missing socket during opening setup.
Reserve transport carts and confirm access to the hall at least 60 minutes before exhibitor setup starts. Clothing racks, folding chairs, bar stools and serving equipment are easy to overlook because they are often collected from different places.

Frequently asked questions

How many drinks do I need for a comic fair?: Budget two to three drinks per person for the first hour and one additional drink per person for every following hour. Add about 10% extra for exhibitors, volunteers and unexpected demand.
How many tables and chairs do I need for a comic fair?: Start with one foldable table per exhibitor stand, then add an entrance table and an information desk. Provide at least one folding chair per staffed stand, plus extra chairs for volunteers and visitors who need to sit.
When should I test the payment terminal and printer?: Test the payment terminal, laptop and printer at least one day before the event. Run a complete payment and printing check, then pack charging cables, USB sticks and power strips with the equipment.
What should I bring for comic fair coffee service?: Prepare coffee machines or kettles, thermos flasks, coffee cups, glasses, milk, sugar and stirrers before opening. Set aside roughly 10% more cups and drink supplies than your attendance estimate to cover spills and longer queues.

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