What you need for an energy fair

An energy fair needs more than tables and display stands. Visitors should be able to see demonstrations, charge devices, follow the route and move safely between booths. This shopping list covers the practical setup: tents, furniture, screens, microphones, energy demonstration equipment, lighting, signs and power supplies. Check quantities against your number of exhibitors and visitors before you buy or hire anything.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 18
Chairsqty 80
High tablesqty 6
Tableclothsqty 18
Stoolsqty 12
Bollardsqty 12
Storage cratesqty 20

Equipment

Laptopqty 3
Tabletsqty 4
Screensqty 4
Projector
Projection screen
Microphonesqty 2
Portable speakerqty 2
Solar panel setsqty 2
Energy consumption metersqty 6
Thermal imaging camera
Thermostat modelsqty 2
LED lights for demonstrationqty 12
Power stripsqty 12
Extension cordsqty 12
USB chargersqty 6
Battery chargersqty 2

Lighting

LED garlandsqty 6
LED work lightsqty 4
Flashlightsqty 4

Decorations

Energy fair bannersqty 4
Directional signsqty 12
Table signsqty 20
Information boardsqty 10
Clipboardsqty 12
Flagsqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Small bowlsqty 20
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Soup ladlesqty 4
Thermos bottlesqty 4
Cutting board matsqty 4
Ice packsqty 24
Kettlesqty 3
Coffee machinesqty 2

Cleaning

Waste binsqty 12
Trash grabbersqty 4
Broom setsqty 3
Mop setsqty 2
Cleaning bucketsqty 4
Hand broomsqty 4

Catering

Groceries
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 1 tin
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lactose-free milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 20 bottles
- Still water - 30 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Lemons - 2 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Melons - 4 pieces
- Whole wheat bread - 12 loaves
- White bread - 6 loaves
- Whole wheat wraps - 8 packs
- Wholegrain crackers - 8 packs
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young matured cheese - 3 kilos
- Goat cheese - 1 kilo
- Chicken breast slices - 1.5 kilos
- Vegetarian spread - 10 tubs
- Peanut butter - 3 jars
- Jam - 3 jars
- Butter - 1 kilo
- Lettuce - 8 heads
- Arugula - 8 bags
- Avocados - 20 pieces
- Red onions - 1 kilo
- Corn - 8 cans
- Kidney beans - 8 cans
- Chickpeas - 8 cans
- Olives - 4 jars
- Pesto sauce - 6 jars
- Mayonnaise - 3 bottles
- Mustard - 3 bottles
- Ketchup - 3 bottles
- Yogurt dressing - 4 bottles
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Dried oregano - 1 jar
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Mixed nuts - 4 kilos
- Rice cakes - 8 packs
- Muesli bars - 120 pieces
- Cookies - 10 packs
- Spice cake - 6 pieces
- Vegan cookies - 6 packs
- Gluten-free crackers - 4 packs
- Chicken satay - 250 pieces
- Vegetarian skewers - 180 pieces
- Wholegrain baguettes - 20 pieces
- Herb butter - 10 tubs
- Vegetable soup - 20 liters
- Tomato soup - 15 liters
- Vegetable bouillon - 4 packs
- Paper napkins - 600 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Residual waste trash bags - 3 rolls
- Plastic trash bags - 2 rolls
- Paper trash bags - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes

Tips

Plan at least one table per participating booth, then add a separate registration or information table. For outdoor use, allow enough party tents to cover every booth and protect equipment from rain.
Give each demonstration area its own power strip and extension cord, plus spare USB chargers and battery chargers. Check cable lengths before the setup day so equipment does not cross walkways.
Use one directional sign at each decision point and one table sign for every booth. Prepare the signs before opening the venue; making them during setup is an easy delay to underestimate.
Provide one screen or tablet for each activity that needs a visual display, and keep a laptop available for presentations. Test the projector, projection screen, microphones and portable speaker together before exhibitors arrive.
Keep fragile or technical items in storage crates until the tables are ready. Store catering chilled and bring out LED lights, work lights and flashlights only after checking where visitors and staff will walk.

Frequently asked questions

What equipment do I need for an energy fair?: Plan demonstration equipment such as solar panel sets, energy consumption meters, thermal imaging cameras, thermostat models and LED lights for demonstrations. Add a laptop, tablets or screens where exhibitors need to show data, and provide at least one tested power strip per powered booth.
How many tables do I need for an energy fair?: Start with one table for each confirmed booth, plus at least one table for registration or general information. Add high tables and stools only where visitors need to stop and talk, and allow extra space for chairs, storage crates and safe circulation.
How many extension cords and power strips should I buy?: Use one power strip and one extension cord per booth that needs electricity, then keep at least two spare sets available. Check the distance from the power source to each table before the event and cover or reroute cables that cross walkways.
What should I prepare for lighting and signs at an energy fair?: Prepare at least one table sign for every booth and directional signs for each turn or entrance route. For a late or dim setup, provide LED work lights and flashlights; use LED garlands only where they do not compete with demonstration lighting.

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