What you need for an education fair

An education fair needs more than tables and leaflets. You need a clear registration point, working presentation equipment, enough power for exhibitor laptops, and visible signs to guide visitors between booths and scheduled talks. Plan seating and information desks around the floor plan, then add refreshments for exhibitors, visitors and volunteers. Use the checklist below to buy or bring the items that are easiest to overlook, especially cables, charging equipment, name-badge supplies and backup presentation files.

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What to bring

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

Furniture

Information desksqty 30
Chairsqty 180
Registration deskqty 2
Stoolsqty 12
Tableclothsqty 30
Bollardsqty 12

Equipment

Laptopsqty 4
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 12
USB sticksqty 4
Charging stationsqty 2
Walkie-talkiesqty 6
Power banksqty 4
Cable tiesqty 100

Tableware

Coffee cupsqty 120
Drinking glassesqty 180
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Kettlesqty 3
Coffee machinesqty 3
Coolersqty 4
Ice containersqty 2
Serving tongsqty 8
Cutting boardsqty 3
Bread knivesqty 3
Bottle openersqty 4

Decorations

Name card holdersqty 35
Table signsqty 35
Directional arrowsqty 20
Program postersqty 10
Information boardsqty 8
Notice boardsqty 30
Presentation boardsqty 30
Poster puttyqty 12
Painter's tapeqty 12
Permanent markersqty 24
Ballpoint pensqty 100
Clipboardsqty 20
Badge holdersqty 180
Lanyardsqty 180

Lighting

LED lampsqty 8
Desk lampsqty 6

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop setqty 2
Cleaning bucketqty 2
Hand soap dispensersqty 6

Catering

Groceries
- Coffee beans - 4 kilograms
- Tea bags - 300 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilograms
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Stirrers - 300 pieces
- Spa Blauw - 120 bottles
- Spa Rood - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Lemons - 2 kilograms
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Mini carrots - 5 kg
- Cucumbers - 8 pieces
- Cherry tomatoes - 5 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salty snacks - 10 bags
- Whole wheat wraps - 100 pieces
- White wraps - 100 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 5 kilogram
- Aged cheese - 3 kilograms
- Turkey breast - 4 kilograms
- Smoked chicken breast - 3 kilogram
- Vegetarian spread - 12 tubs
- Lettuce - 8 heads
- Arugula - 8 bags
- Bell peppers - 30 pieces
- Red onions - 3 kilogram
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Pesto sauce - 4 jars
- Olive oil - 2 bottles
- Pepper - 1 jar
- Salt - 1 jar
- Spice mix - 2 jars
- Mini quiches - 240 pieces
- Cheese twists - 200 pieces
- Vegetarian samosas - 200 pieces
- Mini muffins - 240 pieces
- Cookies - 12 packs
- Gluten-free crackers - 8 packs
- Nut-free muesli bars - 180 pieces
- Vegan snack bars - 120 pieces
- Napkins - 1000 pieces
- Paper cups - 400 pcs
- Wooden stirrers - 400 pieces
- Paper plates - 300 pieces
- Snack cups - 300 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 - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Rubber gloves - 12 pairs
- Trash bags - 100 pieces
- Freezer bags - 2 boxes
- Labels - 300 pieces

Tips

Set up one registration desk with at least two laptops for busy arrival periods, plus a charging station or power banks so registration does not stop when batteries run low.
Allow one information desk for every main visitor flow or entrance area, and place chairs or stools at booths where exhibitors will speak with visitors for more than a few minutes.
For presentations, bring one projector, one projection screen, speakers and wireless microphones, then pack a mixer and USB sticks with backup presentation files. Test the complete setup before exhibitors arrive.
Count extension cords and power strips by booth rather than buying only one central set. Add cable ties to keep routes clear, and check that every laptop, projector and charging station can reach a safe power point.
For refreshments, count one coffee cup and drinking glass per expected serving, then add plates, cutlery sets and serving platters. Use coffee pots, thermos flasks, kettles, coffee machines, coolers and ice containers according to the length of the fair and the number of breaks.

Frequently asked questions

What furniture do I need for an education fair?: Start with one registration desk, information desks for visitor questions, and tables covered with tablecloths for each participating school or exhibitor. Add chairs or stools based on the booth layout, and use bollards where queues or restricted areas need to be marked.
How much presentation equipment is needed for an education fair?: Each presentation area needs a projector, projection screen and speakers, with wireless microphones if the room is large or noisy. Bring at least one USB stick containing the final presentations and test the equipment before the first scheduled talk.
How many laptops and charging points should I bring?: Plan at least two laptops for the registration desk during peak arrival, then add one laptop per booth that needs to display digital information. Provide one charging point for every four to six active devices, plus power banks as backup.
What refreshments should I buy for an education fair?: Prepare one coffee cup and drinking glass per expected serving, with plates and cutlery sets for food. For a full-day fair, schedule at least two refreshment breaks and use thermos flasks, coffee pots, coolers and ice containers to keep service running between breaks.

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