What you need for a design fair

A design fair needs more than exhibition tables and display lighting. You’ll need a clear way to welcome visitors, power for exhibitors and presenters, refreshments, signage and supplies for badges and registration. Plan quantities from the exhibitor and visitor numbers, then add a small buffer for damaged cups, missing cables and last-minute changes. This checklist helps you shop and pack for the fair without overlooking the items that are usually arranged too late.

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What to bring

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

Furniture

Exhibition tablesqty 30
Bistro tablesqty 12
Chairsqty 80
Stoolsqty 24
Registration desk
Presentation table
Clothes racksqty 8
High tablesqty 10
Waste binsqty 12
Tablecloth setsqty 30

Equipment

Laptopqty 2
Tabletsqty 2
Projector
Projection screen
Presentation clicker
Speakersqty 2
Wireless microphoneqty 2
Microphone stand
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 3
Label printer
Cable reelsqty 3

Lighting

LED spotlightsqty 12
Mood lightingqty 6
Light standsqty 6

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving boardsqty 12
Serving plattersqty 16
Coffee potsqty 6
Teapotsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 12
Small bowlsqty 24
Ice packsqty 24

Decorations

Backdrop clothsqty 6
Plantsqty 18
Vasesqty 12
Table decorationsqty 30
Photo backdrop
Directional signsqty 12
Stand number signsqty 30
Name badgesqty 80
Wristbandsqty 400
Adhesive stripsqty 6
Cable tiesqty 200

Catering

Groceries
- Coffee beans - 5 kilograms
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Chai tea - 2 boxes
- Sugar - 3 kilograms
- Sweeteners - 4 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lemon - 3 kilograms
- Still mineral water - 60 bottles
- Sparkling mineral water - 48 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Ginger ale - 12 bottles
- Tonic - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsner beer - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilograms
- Baguettes - 18 pieces
- Mini croissants - 120 pieces
- Mini chocolate croissants - 120 pieces
- Wholemeal rolls - 180 pieces
- Wraps - 100 pieces
- Cream cheese - 3 kilograms
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Hummus - 3 kilograms
- Avocado spread - 2 kilogram
- Chicken breast slices - 3 kilograms
- Smoked salmon - 2 kilogram
- Egg salad - 2 kilogram
- Pesto - 6 jars
- Arugula - 1 kilogram
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Peppers - 3 kilograms
- Red onion - 1 kilogram
- Mixed salad - 3 kilograms
- Olives - 4 jars
- Sun-dried tomatoes - 3 jars
- Cherry tomatoes - 3 kilogram
- Mini quiches - 180 pieces
- Vegetable fritters - 150 pieces
- Cheese straws - 150 pieces
- Falafel balls - 150 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Mixed nuts - 4 kilograms
- Rice crackers - 6 packs
- Grapes - 5 kilograms
- Apples - 80 pieces
- Pears - 60 pieces
- Bananas - 60 pieces
- Strawberries - 4 kilogram
- Lemon meringue pie - 4 pieces
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Cookies - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic dressing - 2 bottles
- Olive oil - 2 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Napkins - 800 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Food containers - 40 pieces
- Trash bags - 80 pcs
- Cleaning wipes - 6 packs
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Hand soap - 6 dispensers
- Hand sanitizer - 8 bottles
- Toilet paper - 48 rolls

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Trash binsqty 6
Paper towelsqty 12

Registration

Visitor badgesqty 400
Exhibitor badgesqty 100
Badge holdersqty 500
Lanyardsqty 500
Registration listsqty 8
Pensqty 30
Clipboardsqty 8
Wristbands for staffqty 40

Communication

Exhibitor manualsqty 40
Program flyersqty 500
Floor plansqty 500
Exhibitor listsqty 400
Feedback cardsqty 350
Pens for feedbackqty 30
Tapeqty 12
Writing foldersqty 6

Tools

Screwdriver setsqty 3
Hammersqty 3
Measuring tapesqty 4
Scissorsqty 12
Utility knivesqty 4
Work glovesqty 12
Cable tiesqty 200
Gaffer tapeqty 12

Safety

Non-slip matsqty 12
Cable traysqty 20
Warning signsqty 8
Flashlightsqty 6
Reflective vestsqty 8

Transport

Transport cartsqty 4
Roll containersqty 4
Storage cratesqty 20
Protective blanketsqty 12
Ratchet strapsqty 8

Tips

Allow one exhibition table and at least two chairs per exhibitor unless the booth layout says otherwise. Add 10% extra seating for demonstrations, talks and visitors waiting at registration.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water, coffee and snacks, and use your dietary-requirement list before placing the catering order.
Prepare one name badge for every registered visitor, exhibitor, presenter and volunteer, plus 10% spare badges. Keep a label printer or blank replacement labels at the registration desk for corrections on the day.
Count power points per booth before packing extension cords, power strips and cable reels. Bring at least one spare cable reel and secure every cable across visitor routes so the exhibition remains safe.
Print maps, route signs and the exhibitor information before opening day, and pack them separately from the equipment. Keep the visitor list on the laptop and tablets, with charging stations ready at registration.

Frequently asked questions

How many tables do I need for a design fair?: Start with one exhibition table for each confirmed exhibitor, then add separate tables for registration, presentations and catering. If an exhibitor needs more than one table, confirm that before finalising the booth layout and allow at least 10% spare capacity where space permits.
How much food and drink should I buy for a design fair?: For drinks, allow two to three servings per person during the first hour and one serving per person for every hour after that. For snacks, plan at least two portions per person for a short fair and four portions per person for an event lasting most of the day; add 10% for unexpected visitors.
How many chairs and stools are needed at a design fair?: Give each exhibitor at least two chairs or stools unless their display requires standing space. For talks and demonstrations, provide one seat per expected attendee and add 10% extra seating so late arrivals do not have to stand.
When should I print badges, maps and signs for a design fair?: Finalise and print them 2–3 days before the fair, after the exhibitor list, visitor registrations and route plan have been checked. Pack at least 10% spare badges and keep replacement labels available for name or company changes on the day.

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