What you need for a defense fair

A defense fair needs more than exhibition counters and brochures. You also need the equipment to run presentations, clear barriers and signage, and enough serving items for exhibitors, visitors and catering staff. Plan quantities from the floor plan and expected attendance, then add spares for cables, batteries and name badges. This checklist focuses on what must be bought, hired or brought to the venue before doors open.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Count furniture by booth before ordering: each exhibitor may need a counter, table, chairs or bar stools, while shared display walls and brochure racks should be placed on the floor plan first.
Prepare one tested laptop, screen or projector setup for every presentation area. Pack spare HDMI cables, USB sticks and extension cords, and test them at least one day before the fair.
Keep at least one spare pack each of AA and AAA batteries with the registration or technical desk. Wireless microphones and presentation remotes often fail when batteries are checked only at setup.
Match reusable glasses, coffee cups, plates and cutlery to the catering headcount, then add 10 percent for breakage, dropped items and visitors taking items away from the serving area.
Buy or hire safety equipment before the final venue walkthrough: bollards and barrier tape should cover restricted demonstrations, while printed signage must be ready before exhibitors arrive.

Frequently asked questions

What equipment do I need for a defense fair?: Plan laptops, screens or a projector with projection screen for presentations, plus speakers, wireless microphones, HDMI cables and extension cords. Bring at least one spare cable per connection type and test the complete setup at least 24 hours beforehand.
How many coffee cups and glasses do I need for a defense fair?: Use the catering headcount as your base and allow 1.1 serving items per expected guest. For 100 guests, prepare about 110 coffee cups, glasses, plates and cutlery sets, unless the caterer supplies them.
How many chairs are needed per exhibition booth?: Start with the confirmed booth layout and allocate the number of chairs promised to each exhibitor. Add 5 to 10 spare chairs for registration, meetings and replacements, and confirm the final count at least one week before setup.
When should I prepare signage and safety barriers?: Have printed signage, bollards and barrier tape ready before exhibitors begin unloading. Place the barriers during setup and complete a safety check at least two hours before visitors enter.