What to Bring to an Energy Savings Fair

An Energy Savings Fair needs more than tables and leaflets. You will need equipment for live demonstrations, reliable power for exhibitors, clear registration materials and supplies for talks throughout the day. Use the plan’s 72-item shopping list as your baseline, then adjust quantities to the number of exhibitors, visitors and presentation spaces. Order catering and printed materials early, and check cables, chargers and energy meters before deliveries arrive.

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What to bring

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

Furniture

Trade fair tablesqty 16
Chairsqty 90
High tablesqty 8
Display wallsqty 12
Tableclothsqty 16
Clothes racksqty 4

Equipment

Laptopsqty 4
Screensqty 4
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Power stripsqty 16
Extension cordsqty 16
USB chargersqty 8
Energy metersqty 6
Infrared thermometerqty 2
Demonstration panelsqty 6
Laptop standsqty 4
Presentation clickersqty 2

Registration

Registration tablesqty 2
Name badge holdersqty 120
Badge holdersqty 120
Desk pensqty 12
Clipboardsqty 6
Registration formsqty 180
Visitor wristbandsqty 180

Presentation

Flip chartsqty 3
Flip chart paperqty 6
Markersqty 24
Notepadsqty 120
Ballpoint pensqty 120
Question cardsqty 200
Notice boardsqty 6
Display standsqty 12

Decorations

Entrance banner
Directional signsqty 12
Program postersqty 10
Table signsqty 16
Name stickersqty 180
Tapeqty 8
Double-sided tapeqty 6
Cable rampsqty 12

Lighting

LED work lightsqty 6
LED string lightsqty 8
Emergency lightingqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 12
traysqty 8

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Cleaning glovesqty 8

Other

Toolboxesqty 2
Cable tiesqty 100
Scissorsqty 8
Measuring tapesqty 2
Flashlightsqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chocolate milk - 6 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Lemon juice - 2 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemonade syrup - 2 bottles
- Ice cubes - 10 kilos
- Cinnamon cookies - 6 packs
- Wholegrain biscuits - 6 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Mixed nuts - 3 kilo
- Raisins - 2 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Hummus - 12 tubs
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Vegan cheese - 1 kilo
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Vegan Vegetable Spread - 12 tubs
- Whole wheat bread - 20 loaves
- Gluten-free bread - 4 loaves
- Mini rolls - 180 pieces
- Wholemeal wraps - 8 packs
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Salt - 1 pack
- Black pepper - 1 canister
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Napkins - 800 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Garbage bags - 100 pieces
- Pedal bin liners - 50 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Wooden stirrers - 500 pieces
- Paper straws - 300 pieces
- Cardboard cake boxes - 4 packs
- Disposable napkins for booths - 300 pieces

Tips

Allow one registration table for every 100 expected visitors, with at least two clipboards, four desk pens and spare registration forms at the entrance. Keep name badge holders and visitor wristbands within reach so the queue does not stall.
Plan one power strip and one extension cord for each active exhibitor or demonstration area, plus at least 20% spare capacity. Test every cable, laptop, screen and charger before the fair opens.
Give each exhibitor enough table space for their demonstration panels, energy meters, laptop stands and handouts. One tablecloth per trade fair table, plus two spare cloths, prevents last-minute gaps when tables are rearranged.
For a programme with several speakers, prepare one wireless microphone, speakers and a presentation clicker for the main room. Keep a projector, projection screen and a tested laptop ready at least 60 minutes before the first presentation.
Order groceries only after registrations and dietary requirements have been checked. Confirm the catering delivery time at least 48 hours in advance, and keep water and basic refreshments available for exhibitors during setup as well as for visitors.

Frequently asked questions

What do I need for an Energy Savings Fair?: Bring furniture for exhibitor booths and registration, presentation equipment, power strips and extension cords, demonstration tools such as energy meters and an infrared thermometer, plus badges, forms and signage. The complete plan contains 72 listed items.
How many tables do I need for an Energy Savings Fair?: Start with one trade fair table per exhibitor, then add registration tables and any separate tables needed for demonstrations or catering. Confirm the booth layout before ordering so you can account for high tables, display walls and access space.
How many power strips and extension cords should I buy?: Allow one power strip and one extension cord for each powered exhibitor or demonstration area, then add at least 20% spares. Check cable lengths and test the complete setup before the venue opens.
When should I order supplies for an Energy Savings Fair?: Order printed materials, badges and specialist equipment at least 2–3 weeks before the event. Confirm groceries and catering at least 48 hours beforehand, after registration numbers and dietary requirements are available.

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