Design fair shopping list

A design fair needs more than display tables. You also need a working registration point, reliable power for exhibitors, clear booth numbers and enough tableware for catering. Use the 72-item plan as your purchasing checklist, then adjust quantities to your visitor and exhibitor numbers. Check booth dimensions before ordering furniture, and confirm catering quantities after registrations close so you do not run short on cups, plates or cutlery.

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What to bring

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

Furniture

Trade fair tablesqty 24
Visitor chairsqty 40
Bar stoolsqty 8
Registration desk
Catering tableqty 3
Clothes racksqty 8
High tablesqty 6
Presentation wallsqty 12
Bollardsqty 8

Equipment

Laptopsqty 3
Tabletsqty 3
Payment terminalsqty 2
Wi-Fi routersqty 2
Mobile chargersqty 6
Extension cordsqty 6
Power stripsqty 12
Cable matsqty 12
Portable lampsqty 12
Speakersqty 2
Microphone
Handheld scannerqty 2
Label printer
Tool casesqty 2
Step laddersqty 2
Hand trucksqty 2

Tableware

Drinking glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 18
Serving trays with lidsqty 8
Water jugsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 12
Bottle openersqty 4
Apronsqty 6

Decorations

Direction signsqty 12
Table signsqty 24
Name badge holdersqty 40
Tableclothsqty 24
Plantsqty 12
Photo framesqty 12
Adhesive hooksqty 40
Cable tiesqty 100
Washi tapeqty 12
Painter's tapeqty 12

Catering

Coffee urnsqty 2
Buffet platesqty 6
Bread basketsqty 6
Ice packsqty 24
Drink dispensersqty 4
Napkin holdersqty 8
Coffee spoonsqty 80
Sugar bowlsqty 4
Milk jugsqty 4
Groceries
- Coffee beans - 4 packs
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar sticks - 300 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 12 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Ginger ale - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Ice cubes - 12 bags
- Mini croissants - 180 pieces
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- White rolls - 80 pieces
- Multigrain rolls - 80 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Hummus - 2 kilos
- Vegetable spread - 2 kilos
- Chicken breast slices - 2 kilos
- Roast beef - 1.5 kilos
- Cucumber - 12 pieces
- Tomatoes - 3 kilos
- Arugula - 8 bags
- Bell peppers - 12
- Carrots - 3 kilos
- Grapes - 6 kilos
- Apples - 80 pieces
- Pears - 60 pieces
- Bananas - 60 pieces
- Mandarins - 80 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 kilos
- Rice crackers - 6 packs
- Olives - 3 kg
- Sun-dried tomatoes - 2 kilo
- Crackers - 12 packs
- Cookies - 12 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan rolls - 40 pieces
- Vegan spread - 2 kilos
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Chili sauce - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Herb mix - 2 jars
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer gel - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 12 packs
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Garbage bags - 100 pieces
- Paper towels - 12 packs
- Tissues - 12 packs
- Bandages - 2 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Ballpoint pens - 50 pieces
- Printer paper - 2 packs
- Name badge cards - 150 pieces
- Wristbands - 300 pieces

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Toilet brushesqty 4
Hand soap dispensersqty 6

Tips

Plan one registration desk with a laptop or tablet, a label printer and a handheld scanner if visitors or exhibitors are checking in digitally. Test every device before opening.
Count power points by booth, not just by room. Add extension cords, power strips and cable mats, then keep mobile chargers and a spare power option at the registration desk.
Match furniture to the floor plan before delivery: trade fair tables, presentation walls, clothes racks, high tables and bar stools all need assigned positions and clear walking space.
For catering, count drinking glasses, coffee cups, plates, forks, knives, spoons and serving spoons separately. Add a reserve of about 10% when the final headcount is uncertain.
Prepare signs, stand numbers and name badges before setup day. Keep a small supply of blank labels and spare badges for late registrations or last-minute participant changes.

Frequently asked questions

What do I need to buy for a design fair?: Plan for display and visitor furniture, registration equipment, power supplies, lighting, signage and tableware. The complete plan contains 72 items, including trade fair tables, laptops or tablets, payment terminals, Wi-Fi routers, cables, glasses, cups, plates and cutlery.
How many plates and cups do I need for a design fair?: Start with one piece per expected catering serving, then add around 10% as a buffer. For 100 visitors, that means about 110 plates and 110 coffee cups or drinking glasses, depending on the service.
How much power equipment does each design fair booth need?: Allow at least one usable power connection per booth, then add more for laptops, payment terminals, lighting or other equipment. Prepare extension cords, power strips and cable mats before setup, and test the complete setup at least one day in advance.
When should I buy supplies for a design fair?: Order furniture, lighting, Wi-Fi equipment and registration devices as soon as booth sizes and the floor plan are confirmed. Buy disposable or catering supplies after registrations close, ideally 3 to 7 days before the fair.

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