What you need for an entrepreneurs' fair

An entrepreneurs' fair needs more than tables and coffee. You also need a reliable check-in point, clear booth infrastructure, presentation equipment, name badges, payment facilities, and enough serving ware for the catering plan. Use the full shopping list below alongside your exhibitor count and program length. Check technical requirements with exhibitors before buying or hiring equipment, especially HDMI connections, power access, microphones, and speakers.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
High tablesqty 12
Table skirtsqty 18
Coat racksqty 3
Bollardsqty 8
Registration desk

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 8
Wireless microphoneqty 2
Presentation clickerqty 2
Portable speakersqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Payment terminal

Tableware

Coffee cupsqty 150
Glassesqty 180
Wine glassesqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving traysqty 12
Pitchersqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 10
Serving spoonsqty 8
Measuring cupsqty 2
Aluminum foilqty 2
Cling filmqty 2
Kitchen towelsqty 12

Decorations

Bannersqty 6
Buntingqty 8
Table décorqty 18
Flower arrangementsqty 6
Booth numbersqty 30
Poster puttyqty 6
Duct tapeqty 4
Scissorsqty 6
Ropeqty 3

Lighting

LED lampsqty 12
String lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 10
Dustpans and brushesqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Toilet brushesqty 3

Catering

Groceries
- Coffee beans - 4 kilos
- Tea bags - 250 pieces
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 4 packs
- 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 packs
- Orange juice - 6 cartons
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 kilo
- Mineral water for speakers - 24 bottles
- Mini water bottles - 180 pieces
- Baguettes - 20 pieces
- Mini sandwiches - 180 pieces
- Whole grain bread - 8 loaves
- Multigrain bread - 8 loaves
- Mini croissants - 120 pieces
- Mini chocolate rolls - 80 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 3 kilos
- Chicken breast topping - 2 kilos
- Hummus - 2 kilos
- Avocado spread - 1 kilo
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Mixed salad - 2 kilos
- Bell peppers - 2 kilos
- Red onion - 1 kilo
- Olives - 2 kilos
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 80 pieces
- Strawberries - 4 kilos
- Nut mix - 3 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Rice crackers - 6 bags
- Mini cookies - 8 packs
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Butter cookies - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Honey - 2 jars
- Lemons - 20 pieces
- Cocktail picks - 500 pieces
- Napkins - 600 pieces
- Paper cups - 250 pieces
- Paper plates - 250 pieces
- Stirrers - 300 pieces
- Sugar packets - 300 pieces
- Aluminum trays - 100 pieces
- Storage containers - 30 pieces
- Trash bags - 40 pieces
- Blue trash bags - 20 pieces
- Paper towels - 12 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Tips

Plan at least one registration desk, one laptop, and a complete set of printed name badges for check-in. Keep spare blank badges and pens available for last-minute exhibitor changes.
For each presentation setup, check the laptop connection before the fair starts. Have HDMI cables, extension cords, power strips, a projector, and a projection screen ready rather than arranging them on the day.
Count tables, chairs, and high tables from the booth layout, not from the expected visitor total. Add table skirts only where exhibitors need a finished front, and arrange coat racks near the entrance.
Calculate coffee, cold drinks, plates, cutlery, cups, and glasses from the registration count plus a small buffer. Coffee machines, kettles, coolers, pitchers, serving trays, and cutting boards should be ready before exhibitors arrive.
Prepare route signs, the printed program, exhibitor instructions, and promotional materials before opening time. Reserve space for the payment terminal and keep promotional materials grouped by exhibitor so they do not get mixed up.

Frequently asked questions

What should I buy for an entrepreneurs' fair?: You need booth furniture, a registration desk, name badges, presentation equipment, signage, catering equipment, tableware, and payment equipment. The exact number of tables, chairs, badges, cups, plates, and glasses depends on your exhibitor and attendee registrations.
How many chairs do I need for an entrepreneurs' fair?: Start with the booth layout and program, then assign the required chairs to each exhibitor and presentation area. Add roughly 10% extra chairs if the venue allows it, especially when talks or panel sessions are scheduled.
When should I arrange technical equipment for the fair?: Confirm exhibitors' technical requirements at least 7 days before the fair. Test the laptop, projector, screen, HDMI cables, microphone, speakers, extension cords, and power strips at least 2 hours before opening.
How much catering and tableware do I need?: Base the order on confirmed registrations and the planned serving moments, then add about 10% spare tableware. Count coffee cups, glasses, plates, forks, knives, spoons, pitchers, and serving trays separately so one missing item does not delay service.

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