What you need for a computer fair

A computer fair needs more than tables and laptops. You also need a reliable way to distribute power, connect equipment, handle payments and guide exhibitors through the venue. Plan shared equipment separately from items each stand brings, especially for cables, network access and display equipment. Check quantities against your floor plan before shopping, then test laptops, tablets, the payment terminal, projector and sound equipment before the event day.

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What to bring

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

Furniture

Tablesqty 35
Chairsqty 80
Information desk
Stoolsqty 8
Clothes racksqty 4
Bollardsqty 12

Equipment

Laptopsqty 3
Tabletsqty 2
Payment terminal
Cash drawer
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 12
Power stripsqty 15
HDMI cablesqty 4
Network cablesqty 10
Wi-Fi router
USB sticksqty 10
Cable traysqty 10
Cable tiesqty 100
Power metersqty 2
Tool casesqty 2
Hand trucksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6
Thermos flasksqty 4
Pitcherqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 10
traysqty 4

Decorations

Trade show bannersqty 4
Tableclothsqty 35
Table signsqty 35
Program leafletsqty 250
Route arrowsqty 20
Information boardsqty 8
Name stickersqty 200
Poster puttyqty 4
Markersqty 12
Pensqty 30

Lighting

LED lightsqty 8
Light cablesqty 4
Flashlightsqty 4

Cleaning

Broom setsqty 2
Mopsqty 2
Bucketsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Waste binsqty 10
Waste binsqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 10 pieces
- 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
- Ice cubes - 10 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Snacks - 5 bags
- Snack mix - 4 bags
- Popcorn - 4 bags
- Cookies - 8 packs
- Mini waffles - 5 packs
- Muesli bars - 5 boxes
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 5 kilos
- Mandarins - 40 pieces
- Mini rolls - 120 pieces
- Multigrain rolls - 60 pieces
- Herb cream cheese - 2 kilos
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 1.5 kilos
- Cucumber - 10 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Herb butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 2 kilos
- Pickles - 2 jars
- Mini cheese cubes - 2 kilos
- Grape juice - 4 bottles
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan toppings - 1 kilo
- Vegan cookies - 4 packs
- Cardboard cups - 300 pieces
- Paper napkins - 500 pieces
- Stirrers - 300 pieces
- Sugar packets - 300 pieces
- Paper plates - 250 pieces
- Wooden forks - 250 pieces
- Toothpicks - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 60 pieces
- Pedal bin bags - 30 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Floor cleaner - 2 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- Sponges - 10 pieces
- Microfiber cloths - 20 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Toilet paper - 36 rolls
- Paper towels - 12 rolls
- Air freshener - 4 spray cans
- Bandages - 2 boxes
- Disposable gloves - 200 pieces
- Cool bags - 10 pieces
- Coffee filters - 200 pieces
- Gas lighter - 2 pieces

Tips

Count tables, chairs and stools from the stand plan, then add one information desk and enough seating for registration or visitor questions. Confirm the final exhibitor count before closing registrations so you do not buy for an outdated layout.
Allow at least one power strip and suitable extension cable for each equipment cluster, rather than running one long chain between stands. Add cable trays and cable ties before setup; they are easy to forget and reduce trip hazards.
Test the Wi-Fi router, network cables and payment terminal together at the venue at least one day before the fair. Keep USB sticks, HDMI cables and a tool case at the information desk for last-minute equipment changes.
Prepare one clearly marked cash drawer and payment point if cash or card payments are handled centrally. Bring a hand truck for moving tables, laptops and equipment cases, and check that the route from unloading area to the hall is accessible.
Buy coffee cups, glasses, plates, cutlery sets and serving spoons according to the expected attendance, not just the number of exhibitors. Keep a small reserve of disposable supplies for the busiest hour, when restocking is easiest to overlook.

Frequently asked questions

What equipment do I need for a computer fair?: Plan for tables, chairs, an information desk, laptops or tablets, a payment terminal, power strips, extension cords and network equipment. Add a projector, screen, speakers and microphone only if demonstrations or announcements are part of the programme.
How many tables do I need for a computer fair?: Start with one table for each planned stand, then add the information desk and any separate payment or demonstration tables. Confirm the final number of exhibitors before shopping, ideally at least 7 days before the fair.
How many extension cords and power strips should I buy?: Use at least one power strip and one suitable extension cord for each equipment cluster, then keep 10% extra for changes or faulty cables. Map outlet positions against the floor plan before buying cable lengths.
What should I prepare the day before a computer fair?: Test every laptop, tablet, payment terminal, projector, HDMI cable, speaker and microphone at least 24 hours beforehand. Also check the Wi-Fi connection, label equipment cases and place cables, cable ties and tools where the setup team can reach them.

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