What to buy for an entrepreneurs' fair

An entrepreneurs' fair needs more than exhibitor tables and a registration desk. You also need enough chairs, servingware, signage and reliable equipment for pitches, presentations and networking. Use the exhibitor count and expected attendance to set quantities: allow one table per exhibitor, one chair per seated guest and one name badge for every participant. Check deliveries, power access and printed materials several days before the fair so missing items can still be replaced.

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What to bring

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

Furniture

Exhibitor tablesqty 24
Foldable tablesqty 8
Chairsqty 120
Registration desk
Buffet tablesqty 4
Bar stoolsqty 8
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 16
Serving tongsqty 8
Coffee potsqty 6
Water jugsqty 8

Decorations

Tableclothsqty 32
Plantsqty 12
Buntingqty 8
Name badge holdersqty 30
Logo postersqty 30
Photo backdrop

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Power stripsqty 12
Extension cordsqty 12
Charging stationsqty 3
Presentation clickersqty 2
Coolersqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 4
Bottle openersqty 6
Serving plattersqty 16

Lighting

LED lampsqty 12
String lightsqty 6
Battery lanternsqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar sticks - 250 pieces
- Sweeteners - 150 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Tonic - 4 bottles
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 12 bags
- Mini croissants - 150 pieces
- Mini chocolate croissants - 100 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Multigrain rolls - 100 pieces
- Mini pistolets - 100 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Egg salad - 2 kilo
- Cucumbers - 3 kilos
- Tomatoes - 3 kilos
- Lettuce - 10 heads
- Bell peppers - 2 kilos
- Arugula - 6 bags
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Blackberries - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 kilos
- Olives - 3 kg
- Salted breadsticks - 6 bags
- Mini muffins - 150 pieces
- Brownies - 120 pieces
- Cookies - 8 packs
- Mini quiches - 120 pieces
- Vegetarian wraps - 100 pieces
- Chicken wraps - 100 pieces
- Mini meatballs - 8 kilo
- Vegetarian meatballs - 5 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Satay sauce - 3 jars
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Olive oil - 2 bottles
- Lemon juice - 2 bottles
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Napkins - 600 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Wooden skewers - 500 pieces
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfecting wipes - 8 packs
- Hand gel - 8 bottles

Tips

Plan one exhibitor table for each confirmed exhibitor, plus at least two foldable tables for registration, materials or last-minute changes. Keep the registration desk near the entrance and leave a clear route to every stand.
For seating, start with one chair per registered guest who may attend a presentation, then add chairs for speakers and volunteers. Bar stools are useful at informal meeting points but should not replace seats for scheduled sessions.
Count tableware from the catering order, not from the number of exhibitors. For a coffee break, provide at least one cup per guest, one glass per guest, and 10% extra plates, cutlery sets and serving pieces for spills or late arrivals.
Do not leave signage and name badges until the morning of the fair. Print one badge for every registered attendee, speaker and exhibitor, then prepare spare holders and directional signs before deliveries arrive.
Test the laptop, projector, projection screen, speakers and microphones together at least one day ahead. Bring enough power strips and extension cords to reach every active station, and set up charging stations before doors open.

Frequently asked questions

What do I need for an entrepreneurs' fair?: You need exhibitor tables, chairs, a registration desk, signage, name badge holders, catering tableware and presentation equipment. The core AV setup is a laptop, projector, projection screen, speakers, microphones, microphone stands, power strips and extension cords.
How many tables do I need for an entrepreneurs' fair?: Plan one exhibitor table per confirmed exhibitor. Add at least two foldable tables for registration, catering, printed materials or a late layout change.
How much tableware should I buy for an entrepreneurs' fair?: Use the expected guest count as your base: one coffee cup and one glass per guest, with at least 10% extra plates, cutlery sets and serving pieces. Order additional coffee pots and water jugs if the break lasts longer than one hour.
When should I prepare the equipment for an entrepreneurs' fair?: Check deliveries, printed materials and name badges at least three days before the fair. Test the laptop, projector, microphones and speakers together one day before the event, then set up power and charging stations before registration opens.

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