What to Buy for a Diving Fair

A diving fair needs more than exhibitor stands and lecture equipment. Visitors also need a clear registration point, places to sit, payment facilities and reliable refreshments throughout the day. This shopping list covers the practical items that are easy to overlook, from cable mats and badge holders to coffee equipment and serving supplies. Use your expected visitor count, exhibitor numbers and lecture schedule to decide quantities before you place orders.

Organize this event for free with Lizzt

What to bring

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

Furniture

Standing tablesqty 20
Chairsqty 80
High tablesqty 10
Registration desk
Lecture table

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakerqty 2
Wireless microphoneqty 2
Extension cordsqty 8
Power stripsqty 10
Cable matsqty 8
Cash register
Payment terminal
Tabletsqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 8
Serving spoonsqty 8

Decorations

Table signsqty 20
Name badgesqty 250
Badge holdersqty 250
Trade fair flagsqty 8
Directional signsqty 12
Tableclothsqty 20
Program leafletsqty 250
Pensqty 20
Roll-up bannersqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Salted crackers - 6 packs
- Mixed nuts - 3 bags
- Rice cakes - 4 packs
- Mini wraps - 100 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilograms
- Ham - 1 kilogram
- Smoked chicken - 1 kilogram
- Cucumber - 8 pieces
- Tomatoes - 2 kilograms
- Arugula - 6 bags
- Grapes - 3 kilograms
- Apples - 50 pieces
- Mini muffins - 100 pieces
- Gluten-free crackers - 3 packs
- Vegan spreads - 4 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Disposable tableware for dietary needs - 50 sets
- Garbage bags - 30 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Plan at least one registration desk, two tablets or check-in devices, and a printed visitor list as a backup. Add name badges and badge holders for every registered visitor, exhibitor and speaker, plus 10% extra for last-minute arrivals.
Match your AV equipment to the lecture room before the fair. Allow one laptop, projector, projection screen, portable speaker and wireless microphone, then test every extension cord, power strip and cable mat at least one day beforehand.
For a full-day fair, arrange enough chairs for the lecture audience as well as standing tables for informal conversations. Keep high tables near exhibition areas, and order extra seating if talks overlap with busy registration periods.
Do not leave coffee service until the morning of the event. Prepare coffee machines, kettles and thermos flasks in advance, and provide cups, glasses, plates and cutlery sets for the number of guests expected at the busiest break.
If exhibitors or visitors will pay on site, prepare both a cash register and a payment terminal. Check the terminal connection and bring a charging cable or power supply before the doors open, rather than discovering a problem at registration.

Frequently asked questions

What do I need for a diving fair?: You need exhibition and seating furniture, a registration desk, lecture AV equipment, power and cable protection, payment equipment, badges, signs, tableware and coffee-service items. The exact quantities depend on visitor numbers, exhibitors and the lecture timetable.
How many name badges should I buy for a diving fair?: Buy one badge for every registered visitor, exhibitor and speaker, then add at least 10% extra. For 200 expected attendees and 20 exhibitors or speakers, prepare roughly 242 badges.
How much coffee equipment do I need for a diving fair?: For a full-day event, plan coffee machines or kettles and thermos flasks that can cover each scheduled break without a long queue. As a starting point, allow 2 to 3 cups per person over the first few hours and increase the quantity if catering is limited.
When should I order diving fair supplies?: Order furniture, AV equipment and printed materials at least 2 to 3 weeks before the fair. Buy disposable or consumable items 3 to 5 days beforehand, and check all equipment and payment devices again the day before.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.