What you need for an education fair

An education fair needs more than tables and brochures. You will need a clear registration point, enough furniture for exhibitors and visitors, working presentation equipment, and supplies for workshops and catering. Use the item list below to check what must be bought, borrowed, or hired. Confirm quantities against your exhibitor count, workshop schedule, expected attendance, and venue facilities before placing orders.

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What to bring

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

Furniture

Folding tablesqty 24
Chairsqty 120
Bar stoolsqty 8
Registration desk
Brochure racksqty 12
Clothes racksqty 4
Bollardsqty 12
Waste binsqty 10

Equipment

Laptopqty 3
Tabletsqty 6
Screensqty 6
Projectorqty 2
Projection screenqty 2
Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Charging cablesqty 12
Batteriesqty 24
USB sticksqty 4
Cable tiesqty 100

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Small bowlsqty 20
Thermos flasksqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 2
Coolersqty 6
Ice containersqty 4

Decorations

Tableclothsqty 24
Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Plant decorationsqty 12
Photo backdrop
Table décorqty 24

Paper goods

Name badgesqty 150
Program leafletsqty 250
Floor plansqty 150
Workshop formsqty 200
Evaluation formsqty 150
Notepadsqty 100
Pensqty 150
Markersqty 60
Sticky notesqty 40
Clipboardsqty 12
A4 printing paperqty 5
Tapeqty 12
Scissorsqty 8
Staplersqty 4
Staplesqty 8
Poster puttyqty 12
Permanent markersqty 24

Lighting

LED string lightsqty 8
LED lightsqty 12
Desk lampsqty 8

Cleaning

All-purpose cleanerqty 4
Glass cleanerqty 2
Dish soapqty 3
Spongesqty 12
Cleaning clothsqty 24
Mopqty 4
Bucketsqty 4
Hand soapqty 8
Hand sanitizerqty 8
Paper towelsqty 12
Toilet paperqty 24
Trash bagsqty 80
Paper towelsqty 12

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilogram
- Mineral water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemonade syrup - 3 bottles
- Ice cubes - 15 kilograms
- Coffee cream - 4 bottles
- Unsalted butter - 2 packs
- Mini croissants - 120 pieces
- Mini raisin rolls - 100 pieces
- Wholegrain rolls - 100 pieces
- White rolls - 100 pieces
- Mini wraps - 120 pieces
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Smoked chicken breast - 2 kilograms
- Cooked ham - 2 kilograms
- Smoked beef - 1 kilogram
- Egg - 60 pieces
- Cucumber - 8 pieces
- Tomatoes - 4 kilogram
- Arugula - 1 kilogram
- Bell peppers - 3 kilograms
- Carrots - 3 kilogram
- Grapes - 5 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Mini muffins - 100 pieces
- Butter cookies - 6 packs
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Muesli bars - 100 pieces
- Popcorn - 4 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto dressing - 2 bottles
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Napkins - 500 pieces
- Cardboard coffee cups - 250 pieces
- Wooden stirrers - 250 pieces
- Paper straws - 150 pieces
- Cocktail picks - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Sandwich bags - 2 boxes
- Plastic gloves - 2 boxes
- Paper towels - 12 rolls
- Dish soap - 3 bottles
- Trash bags - 80 pcs
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 packs
- Toilet paper - 24 rolls

Tips

Set up one registration desk with a laptop or tablet, printed registration lists, name badges, and charging cables. Keep spare batteries and a USB stick ready in case the main device or presentation file fails.
Count folding tables, chairs, brochure racks, and bar stools by exhibitor and workshop area rather than by room. Add a small buffer, because late registrations and extra displays are common at education fairs.
Check every screen, projector, projection screen, microphone, and portable speaker at least one day before the fair. Match extension cords and power strips to the floor plan, then secure loose cables with cable ties.
Order catering only after processing registrations and collecting dietary requirements. For self-service areas, provide separate quantities of coffee cups, glasses, plates, forks, knives, spoons, serving spoons, and small bowls.
Prepare signs for registration, workshops, exhibitors, parking, and accessible routes before opening day. Place waste bins near catering and busy walkways, and use bollards where visitor flow needs to be separated.

Frequently asked questions

What equipment do I need for an education fair?: At minimum, plan for a registration desk, laptop or tablets, charging cables, printed registration lists, name badges, and exhibitor furniture. Add screens, a projector, microphones, speakers, extension cords, and power strips for presentations and workshops.
How many tables and chairs do I need for an education fair?: Allow at least one table and two chairs per exhibitor booth, then add furniture for workshops, registration, and catering. Confirm the final count after participating schools and education providers have registered, ideally at least one week before the event.
When should I order catering for an education fair?: Place the catering order after registrations close or after you have a reliable attendance estimate. Finalise dietary requirements and serving quantities at least 3 to 5 days before the fair, so the caterer has time to adjust the order.
What should I prepare for education fair workshops?: Prepare the presentation equipment, copied worksheets, USB sticks, tables, chairs, and any materials confirmed with workshop leaders. Test the room setup and technology at least one day beforehand, and keep spare cables and batteries available.

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