Consumer fair shopping list

Use this shopping list to prepare the practical supplies for a consumer fair, from registration and exhibitor badges to refreshments and presentation equipment. Buy or reserve items based on your visitor count, exhibitor numbers and opening hours. The easy-to-miss details are usually spare power strips, serving utensils, storage boxes and enough printed maps. Check existing stock before shopping, then chill drinks and prepare snacks close to opening time.

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What to bring

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

Furniture

Trade fair tablesqty 30
Folding chairsqty 80
Registration desk
Buffet tablesqty 4
High tablesqty 8
Tableclothsqty 35
Clothes racksqty 4
Storage boxesqty 12

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving traysqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 2
Presentation screensqty 2
Laptopsqty 2
Handheld microphonesqty 2
Speakersqty 2
Cash machinesqty 2
Label printersqty 2

Decorations

Trade show bannersqty 8
Buntingqty 10
Plantsqty 12
Balloonsqty 100
Table décorqty 20
Directional signsqty 16

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 8
Bottle openersqty 4
Kitchen glovesqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning cartsqty 2
Microfiber clothsqty 20
Hand sanitizer bottlesqty 8

Lighting

LED lampsqty 12
String lightsqty 6
Battery lampsqty 8

Registration

Visitor badgesqty 400
Exhibitor badgesqty 60
Badge holdersqty 460
Wristbandsqty 400
Clipboardsqty 6
Ballpoint pensqty 30
Registration formsqty 450
Name badgesqty 80

Paper goods

Floor plansqty 450
Program bookletsqty 400
A4 printing paperqty 2
Notepadsqty 30
Tapeqty 12
Duct tapeqty 8
Writing foldersqty 10
Scissorsqty 8
Staplersqty 4

Safety

Cable matsqty 12
Non-slip matsqty 10
Flashlightsqty 4
Pictogram signsqty 12

Catering

Groceries
- Coffee - 6 packs
- Tea - 4 boxes
- Decaf coffee - 1 pack
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 12 liters
- Plant-based milk - 6 liters
- Chocolate milk - 6 liters
- Cola - 24 liters
- Cola Zero - 24 liters
- Soda - 18 liters
- Iced tea - 18 liters
- Sparkling water - 36 liters
- Still water - 48 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Lemons - 2 kilograms
- Ice cubes - 20 kilograms
- Herbal tea - 2 boxes
- Coffee creamer - 4 packs
- Butter - 1 kilogram
- Baguettes - 12 pieces
- Mini sandwiches - 400 pieces
- White rolls - 120 pieces
- Multigrain rolls - 120 pieces
- Young cheese - 5 kilogram
- Aged cheese - 3 kilograms
- Cooked ham - 3 kilograms
- Chicken breast - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Cucumbers - 4 kilogram
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Bell peppers - 3 kilograms
- Grapes - 8 kilograms
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Mandarins - 8 kilograms
- Cherry tomatoes - 4 kilograms
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Salt sticks - 8 bags
- Rice cakes - 6 packs
- Mixed nuts - 4 kilograms
- Popcorn - 8 bags
- Cookies - 12 packs
- Mini muffins - 300 pieces
- Brownies - 200 pieces
- Gluten-free crackers - 6 packs
- Gluten-free cookies - 6 packs
- Vegan toppings - 2 kilogram
- Vegan sandwiches - 80 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Olive oil - 1 liter
- Salt - 1 pack
- Pepper - 1 pack
- Paprika powder - 1 jar
- Spice mix - 2 jars
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand gel - 10 bottles
- Trash bags - 150 pieces
- Paper table runners - 20 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Disinfectant wipes - 10 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Toothpicks - 4 boxes

Tips

Plan one visitor badge and one printed map per expected visitor, plus at least 10% extra for replacements and late registrations. Prepare exhibitor name badges separately so they do not get mixed up at the registration desk.
For coffee and other drinks, allow two to three servings per person during the first hour and about one serving per person for each additional hour. Add extra cups, glasses and spoons because these run out before the drinks do.
Count one chair for each seated exhibitor or visitor area, then add at least 10 spare folding chairs. Reserve tables according to the final exhibitor placement rather than relying on the venue’s standard furniture package.
Allow one extension cord and one power strip for every two exhibitor areas that need electricity, with at least 20% spare capacity. Check connector types and test charging stations, screens, laptops, microphones and speakers before the fair opens.
Buy or reserve serving trays, tongs, plates and cutlery before ordering catering; these are often excluded from a food order. Keep snacks in storage boxes and place waste collection arrangements at least 3–5 days before opening.

Frequently asked questions

What do I need for a consumer fair?: You need exhibitor tables, chairs, a registration desk, badges, printed maps, tablecloths, signage, refreshments and serving equipment. Depending on the exhibitors, also prepare screens, laptops, microphones, speakers, charging stations and enough extension cords and power strips.
How much food and drink should I buy for a consumer fair?: For drinks, plan on two to three servings per person in the first hour and one serving per person for every following hour. For snacks, allow at least two portions per visitor, then add 10–15% extra for late arrivals and higher consumption.
How many printed maps and badges do I need?: Prepare one map and one visitor badge per expected visitor, with at least 10% extra. For exhibitors, print one name badge per person listed on the final registration details and keep another 5–10 blank badges for last-minute changes.
When should I prepare supplies for a consumer fair?: Confirm furniture, equipment, catering and waste collection at least 1–2 weeks before the event. Buy groceries and check stock 1–3 days beforehand, then chill drinks and prepare snacks on the day of the fair.

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