What you need for an exhibition evening

An exhibition evening needs more than artwork and invitations. You will need display furniture, labels, serving supplies, tableware and reliable equipment for presentations or speeches. Plan quantities around your guest count, the number of pieces and the venue layout. Buy or reserve anything with limited availability early, especially display panels, pedestals, tables, chairs and technical equipment. Use this list alongside your exhibition plan so setup, catering and presentations can happen without last-minute shopping.

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What to bring

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

Furniture

Reception tablesqty 2
Buffet tablesqty 4
Seating chairsqty 80
High tablesqty 8
Display panelsqty 12
Pedestalsqty 8
Dressing tablesqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Dessert platesqty 120
Pastry forksqty 120
Teaspoonsqty 100
Serving traysqty 12
Serving tongsqty 8

Decorations

Tableclothsqty 10
Buntingqty 12
Vasesqty 12
Artificial flowersqty 24
Photo framesqty 10
Name badge holdersqty 20
Adhesive stripsqty 4
Clothespinsqty 100

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Cable tiesqty 50
Standsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving bowlsqty 12
Measuring cupsqty 2
Tea towelsqty 12

Lighting

LED spotlightsqty 12
Atmosphere lightsqty 10
LED light stringsqty 6

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Waste binsqty 8

Catering

Coffee and tea serving traysqty 4
Drink dispensersqty 3
Thermos bottlesqty 4
Ice cube traysqty 4
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Assorted tea bags - 200 pieces
- Herbal tea - 40 bags
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Beer - 72 bottles
- Ice cubes - 12 bags
- Mineral water for jugs - 12 liters
- Marking baguettes - 12 pieces
- Cream cheese - 2 tubs
- Hummus - 4 tubs
- Brie - 2 kilos
- Young cheese - 2 kilos
- Smoked chicken breast - 1,5 kilo
- Vegetarian spread - 4 tubs
- Butter - 2 packs
- Grapes - 4 kilos
- Apples - 50 pieces
- Mandarins - 4 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Olives - 6 jars
- Nut mix - 4 bags
- Salty crackers - 8 packs
- Mini meatballs - 4 kilo
- Vegetarian snacks - 4 kilo
- Mini quiches - 150 pieces
- Puff pastry snacks - 150 pieces
- Dip sauce - 8 jars
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Apple pie - 6 pieces
- Lemon cake - 6 pieces
- Brownies - 120 pieces
- Cookies - 10 packs
- Allergen cards - 30 pieces
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Straws - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Plastic gloves - 2 boxes
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Dishwasher tablets - 1 package
- Bandages - 2 boxes
- Paper tissues - 10 packs

Tips

Count one display solution for every piece, then add at least 10% spare capacity for late additions or damaged materials. Reserve panels, pedestals and tables as soon as the venue and floor plan are confirmed.
For a reception with drinks and pastries, plan at least 2 glasses or cups per guest, 1 dessert plate and 1 pastry fork per guest, plus 10% extra. Add serving trays, tongs and teaspoons rather than relying on guests to serve themselves.
Prepare one caption, number and name badge holder for each participating creator or displayed piece, then print 10% extra copies. Keep adhesive strips and clothespins available for signage that cannot be fixed permanently to the venue.
Test the laptop, projector, screen, speakers and microphone at the venue at least 24 hours before opening. Bring extension cords, power strips and cable ties, and pack one spare connection cable if your presentation setup depends on it.
Reserve reception tables, buffet tables and seating before finalising the floor plan. Leave clear routes through the exhibition and check accessibility during setup, not after the furniture and display panels have been placed.

Frequently asked questions

What should I buy for an exhibition evening?: Plan for display furniture, captions and signage, reception and buffet supplies, tableware, decorations and presentation equipment. For each guest, allow 2 glasses or cups, 1 dessert plate and 1 pastry fork, with 10% extra.
How many glasses do I need for an exhibition opening?: Use 2 glasses per guest for a short reception, plus 10% spare. For 50 guests, that means at least 110 glasses; increase the number if the evening lasts several hours or glasses will not be washed during the event.
When should I reserve exhibition panels and pedestals?: Reserve them as soon as the venue, date and approximate number of pieces are confirmed, ideally 3 to 4 weeks before the evening. Finalise the quantities after the floor plan is drafted.
What technical equipment is needed for an exhibition presentation?: Prepare a laptop, projector, projection screen, speakers and microphone, plus extension cords, power strips and cable ties. Test the complete setup at least 24 hours beforehand and keep 30 minutes before opening for a final connection check.

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