Cruise Fair Shopping List
A cruise fair needs more than exhibitor tables and brochures. Visitors must be checked in quickly, company presentations need reliable audio and projection, and catering has to cover a steady flow of guests. Use this shopping list to prepare furniture, tableware, technical equipment and service supplies before the opening day. Confirm quantities against your registration list, exhibitor count and venue inventory so you do not discover missing cables, glasses or display fixtures during setup.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 18
- Chairsqty 70
- Registration desk
- Stoolsqty 12
- Display wallsqty 24
- Brochure racksqty 12
- Coat racksqty 2
- Waste binsqty 8
Tableware
- Coffee cupsqty 80
- Tea glassesqty 80
- Water glassesqty 100
- Wine glassesqty 60
- Platesqty 100
- Pastry forksqty 100
- Coffee spoonsqty 80
- Serving spoonsqty 12
- Serving traysqty 12
Equipment
- Projector
- Projection screen
- Laptop
- Microphoneqty 2
- Speakersqty 2
- Extension cordsqty 8
- Power stripsqty 10
- Charging cablesqty 6
- Coolersqty 4
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Presentation remote
- Mobile card machine
Decorations
- Balloonsqty 100
- Balloon archesqty 2
- Nautical flagsqty 12
- Table runnersqty 18
- Artificial plantsqty 12
- World mapsqty 4
- Table décorqty 18
- Decorative compassesqty 6
Lighting
- LED spotlightsqty 8
- Mood lightingqty 4
- Battery lanternsqty 8
Kitchen
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Scissorsqty 4
- Serving tongsqty 8
- Small bowlsqty 24
- Pitchersqty 8
- Ice cube traysqty 4
Office
- Name badge holdersqty 100
- Name badge cardsqty 100
- Writing foldersqty 6
- Ballpoint pensqty 50
- Markersqty 12
- Rolls of tapeqty 8
- Poster puttyqty 6
- Clipboardsqty 6
- Registration formsqty 150
- Envelopesqty 100
- Staplersqty 4
- Staple boxesqty 8
- Paper binsqty 6
- USB sticksqty 2
- Label sheetsqty 10
- A4 paperqty 3
- Trade fair floor plansqty 150
- Program leafletsqty 150
- Stand number signsqty 24
- Directional signsqty 12
- Clipboardsqty 12
Cleaning
- Cleaning glovesqty 8
- Microfiber clothsqty 20
- Floor mopsqty 3
- Bucketsqty 3
- Dustpan and brushqty 3
Catering
- Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Semi-skimmed coffee milk - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Sparkling mineral water - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 2 crates
- White beer - 1 crate
- Pils - 3 crates
- Rosé - 8 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Lemons - 2 kilos
- Limes - 1 kilo
- Fresh mint - 6 bunches
- Ice cubes - 20 kilo
- Cheese mini sandwiches - 80 pieces
- Ham mini sandwiches - 80 pieces
- Mini chicken sandwiches - 60 pieces
- Hummus mini sandwiches - 60 pieces
- Mini vegetable wraps - 60 pieces
- Mini salmon wraps - 40 pieces
- Vegetarian quiche - 4 pieces
- Mini pizzas - 80 pieces
- Cheese cubes - 3 kilo
- Grapes - 3 kilos
- Cherry tomatoes - 2 kilos
- Cucumber - 8 pieces
- Carrots - 2 kilos
- Bell pepper strips - 2 kilo
- Olives - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 bags
- Student mix - 3 bags
- Rice cakes - 4 packs
- Gluten-free crackers - 3 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Pesto - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Cocktail sauce - 2 bottles
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Stir sticks - 200 pieces
- Wooden skewers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 4 rolls
- Pedal bin bags - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Toilet paper - 24 rolls
- Tissues - 12 packs
- Bandages - 2 boxes
- Paper towels - 8 packs
Tips
- Set aside a complete registration setup: a desk, visitor lists, name badges and pens should be ready at least 60 minutes before doors open. Keep spare badges and charging cables at the desk.
- Plan seating and display furniture from the booth layout, not from the room size alone. Include tables, chairs, stools, display walls, brochure racks and coat racks for exhibitors and visitors.
- Check every presentation requirement at least 3 days before the fair. Test the projector, screen, laptop, microphone, speakers, extension cords, power strips and presentation remote together in the venue.
- Match tableware to the catering plan and expected attendance. Count coffee cups, tea glasses, water glasses, wine glasses, plates, pastry forks and coffee spoons, then add a 10% buffer for breakage and turnover.
- Prepare drinks and serving equipment before exhibitor arrival. Coffee machines, kettles, thermos flasks, coolers, serving trays and serving spoons should be placed where staff can refill them without crossing the registration area.
Frequently asked questions
- What do I need for a cruise fair registration desk?
- Prepare one registration desk, visitor lists, name badges and writing supplies. Have the desk fully set up at least 60 minutes before opening, with spare badges available for walk-in visitors.
- How many glasses and cups do I need for a cruise fair?
- Start with one complete place setting per expected catering service at a time, then add 10% extra. For 100 visitors, that means planning at least 110 cups, glasses and plates where each item is used once before washing.
- How early should I test the projector and microphone?
- Test the complete presentation setup at the venue at least 3 days before the fair, then run a second check 60 minutes before opening. This catches missing adapters, power strips and charging cables while there is still time to replace them.
- What AV equipment is needed for cruise company presentations?
- Prepare a projector, projection screen, laptop, presentation remote, microphone, speakers, extension cords and power strips. Collect each shipping company’s presentation and technical requirements at least 3 days before the event.
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