What to buy for a comic fair

A comic fair needs more than tables for exhibitors and chairs for visitors. You also need practical items for booth numbers, author sessions, registration, payments, catering, queues, and charging devices. Plan equipment around the number of exhibitors, authors, volunteers, and expected visitors, then add a small reserve for last-minute replacements. Check cables, card machines, printers, name badges, and printed programs at least one week before the fair so missing items can still be sourced.

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What to bring

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

Furniture

Tablesqty 32
Chairsqty 90
Bar stoolsqty 6
Clothes racksqty 2
Coat racksqty 3
Bollardsqty 12
Queue barriersqty 8
Foldable tablesqty 4
Tableclothsqty 36

Equipment

Laptopsqty 2
Tabletsqty 3
Card machinesqty 3
Printersqty 2
Extension cordsqty 10
Power stripsqty 12
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Laptop standsqty 2
Cable reelsqty 3
Charging stationsqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 6
Thermos flasksqty 4

Kitchen

Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Serving utensilsqty 8
Bottle openersqty 4
Serving traysqty 6

Decorations

Cartoon character postersqty 12
Balloonsqty 100
Buntingqty 12
Photo backdrop
Sticky tackqty 6
Directional signsqty 12
Table signsqty 36
Name badgesqty 100

Lighting

LED lampsqty 12
Mood lightingqty 6
Batteriesqty 24

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries
- Coffee - 6 packs
- Tea - 8 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Salted breadsticks - 6 bags
- Peanuts - 5 bags
- Cashews - 4 bags
- Popcorn - 6 bags
- Mini pizzas - 120 pieces
- Mini quiches - 100 pieces
- Vegetarian wraps - 60 pieces
- Chicken wraps - 60 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Aged cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Whole wheat bread - 12 loaves
- White bread - 10 loaves
- Mini rolls - 180 pieces
- Butter - 4 packs
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Cucumber - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 10 heads
- Bell peppers - 4 kilo
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Cookies - 12 packs
- Brownies - 80 pieces
- Muffins - 80 pieces
- Donuts - 60 pieces
- Chocolate bars - 80 pieces
- Sugar-free cookies - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan wraps - 30 pieces
- Vegan cheese - 2 packs
- Lactose-free milk - 4 liters
- Straws - 200 pieces
- Wooden stirrers - 200 pieces
- Paper napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Bandages - 2 boxes

Office

Printer paperqty 5
Pensqty 30
Permanent markersqty 20
Notepadsqty 12
Tapeqty 12
Writing clipboardsqty 6
Envelopesqty 100
Cash register pouchesqty 3
Wristbandsqty 500
Ticket rollsqty 6
Cloakroom numbersqty 300
Clipboardsqty 8
Paper cutter
Staplersqty 4
Staplesqty 8
Scissor setsqty 4
Clipboardsqty 6
Cash drawerqty 3

Security

Flashlightsqty 4
Safety vestsqty 8
Wristband check lightqty 2
Emergency exit signsqty 6
First aid kitsqty 2

Tips

Allow one table and two chairs per exhibitor booth unless an exhibitor has requested different furniture. Keep at least 10% extra chairs available for author talks and unexpected visitors.
Prepare one payment setup for every busy sales point, plus one spare card machine or alternative payment method. Test each device and bring at least two extension cords and power strips for registration and exhibitors.
Print booth numbers, name badges, and program leaflets no later than three days before opening. Print around 10% more copies than the expected attendance so late registrations and damaged copies are covered.
For a full-day fair, plan roughly two drinks per person for the first hour and one additional drink per person for each following hour. Bring extra coffee cups, glasses, plates, cutlery, water jugs, and thermos flasks rather than relying on a single serving point.
Keep queue barriers, bollards, and coat racks ready before doors open. Mark cables with tape and use cable reels or covers where visitors cross them; this is often forgotten until exhibitors start setting up.

Frequently asked questions

What do I need to buy for a comic fair?: Prepare furniture for booths and talks, payment and printing equipment, cables and charging points, signage, queue-control items, and catering supplies. Add consumables such as badges, programs, tape, and paper, with about 10% extra for replacements.
How many tables and chairs do I need for a comic fair?: Start with one table and two chairs per exhibitor booth, then count separate seating for author sessions and registration. Keep around 10% spare seating if the venue allows it, because talks and queues rarely match the booth layout exactly.
How much food and drink should I buy for a comic fair?: For drinks, estimate two per person during the first hour and one per person for every hour after that. Buy at least 10% extra cups and serving items, especially if visitors, exhibitors, and volunteers use the same catering area.
When should I prepare the comic fair shopping list?: Finalize the list at least two weeks before the fair, once exhibitor numbers and the program are confirmed. Complete the main shopping three to five days beforehand and check printed materials, payment devices, and cables again the day before.

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