Education fair shopping list

An education fair needs more than brochures and a few tables. You’ll need a clear registration point, furnished exhibitor booths, reliable presentation equipment, signs, refreshments, and a way to manage cables and deliveries safely. Use this shopping list alongside your exhibitor and visitor numbers. Buy or reserve high-demand items early, especially projectors, wireless microphones, chairs, tables, and catering supplies, because replacements are difficult to arrange on the event day.

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What to bring

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

Furniture

Standing tablesqty 30
Visitor chairsqty 120
Registration tablesqty 3
Beer tablesqty 6
High tablesqty 12
Table skirtsqty 30
Stoolsqty 24
Clothes racksqty 6

Equipment

Presentation laptopsqty 4
Projectorsqty 4
Projection screensqty 4
HDMI cablesqty 8
HDMI adaptersqty 8
Extension cordsqty 12
Power stripsqty 12
Wireless microphonesqty 3
Speakersqty 4
Microphone standsqty 3
Presentation clickersqty 4
Charging stationsqty 4
Coolersqty 6
Hand trucksqty 2
Cable traysqty 20

Tableware

Coffee cupsqty 150
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Teaspoonsqty 100
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 8
Food warmersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Ice packsqty 24

Decorations

Display wallsqty 30
Booth numbersqty 30
Roll-up bannersqty 6
Plantsqty 12
Buntingqty 8
Directional signsqty 12
Name badge holdersqty 40
Pen holdersqty 30

Lighting

LED lightsqty 12
Light cablesqty 4

Catering

Groceries
- Coffee - 8 packs
- Tea bags - 400 pieces
- Cocoa powder - 2 packs
- Sugar - 5 kilo
- Sweetener - 2 boxes
- Semi-skimmed milk - 20 liters
- Oat milk - 8 liters
- Coffee creamer - 6 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Butter - 2 kilos
- Whole wheat bread - 20 loaves
- White rolls - 240 pieces
- Multigrain rolls - 120 pieces
- Sliced cheese - 8 kilos
- Young cheese - 5 kilos
- Ham - 4 kilos
- Sliced chicken breast - 4 kilos
- Hummus - 3 kilos
- Cream cheese - 3 kilos
- Peanut butter - 3 jars
- Jam - 3 jars
- Cucumbers - 20 pieces
- Tomatoes - 8 kilo
- Lettuce - 12 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Pretzels - 6 bags
- Rice cakes - 6 packs
- Muesli bars - 240 pieces
- Apples - 15 kilo
- Bananas - 12 kilo
- Grapes - 8 kilos
- Mini carrots - 6 kilos
- Cherry tomatoes - 5 kilo
- Yogurt - 12 liters
- Vegan sandwiches - 60 pieces
- Gluten-free sandwich rolls - 30 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pepper - 1 can
- Salt - 1 tin
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Stirrers - 500 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Garbage bags - 120 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper towels - 12 packs
- Storage containers - 30 pieces

Registration

Name badgesqty 400
Lanyardsqty 400
Registration formsqty 400
Clipboardsqty 10
Desk pensqty 30
Wristbandsqty 400

Office

Program flyersqty 500
Exhibitor foldersqty 40
A4 paperqty 5
Colored printer paperqty 3
Tapeqty 12
Double-sided tapeqty 8
Scissorsqty 8
Markersqty 40
Pensqty 100
Sticky notesqty 20
Staplersqty 4
Paper clipsqty 6
Envelopesqty 100
Trade fair bagsqty 400

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Trash binsqty 12
Waste sorting binsqty 6
Rubber glovesqty 12
Warning signsqty 4

Safety

Flashlightsqty 4
Batteriesqty 24
Barrier tapeqty 4
Cable tiesqty 200
Work glovesqty 12
Spare arrowsqty 20

Tips

Plan one registration table for every 150 to 200 expected visitors, and add chairs if registration staff will work for more than 30 minutes at a time. Keep badges, visitor lists, pens, and signage at the registration point.
For each participating school, allow one exhibitor table, two chairs, a visible sign, and enough space for brochures or display materials. Confirm the final school count before ordering table skirts, stools, or clothes racks.
Test every presentation laptop, projector, screen, HDMI cable, and adapter together at least one day before the fair. Bring one spare HDMI adapter and extension cord for every five presentation setups.
Provide two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks before opening and use coolers if the catering delivery cannot be stored on site.
Order cable trays, power strips, and extension cords for every presentation area, not just the main stage. Keep a hand truck available for deliveries and setup, particularly when tables, screens, or speakers arrive separately.

Frequently asked questions

What do I need for an education fair?: Prepare exhibitor tables and chairs, registration furniture, signage, name badges, brochures, presentation laptops, projectors, screens, cables, microphones, speakers, and catering supplies. Match quantities to the number of schools, visitors, and presentation areas.
How many chairs do I need for an education fair?: Provide at least two chairs per participating school booth, plus seating for presentations and registration staff. For a presentation area, start with one chair per expected attendee and add 10% if space allows.
How early should I order education fair equipment?: Reserve projectors, screens, microphones, speakers, tables, chairs, and catering at least two to four weeks before the fair. Confirm deliveries and reservations again 48 hours before opening.
How much food and drink should I buy for an education fair?: Plan two to three drinks per person for the first hour and one more per person for each additional hour. For food, use the registered visitor and exhibitor count, then add about 10% for late registrations and staff.

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