What to Buy for a Film Fair

A Film Fair needs more than tables and exhibitor displays. You will also need a workable entrance setup, clear signs, power supplies, lighting, refreshments and materials for handling registrations. Check stock before shopping, especially for cups, tableware, extension cords and printed materials. The quantities below are starting points: adjust them to your exhibitor count, visitor numbers and opening hours.

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What to bring

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

Furniture

Tablesqty 30
Chairsqty 80
Bar stoolsqty 6
Entrance desk
Clothes racksqty 8
Display racksqty 12
Coolersqty 4

Equipment

Card machinesqty 2
Laptopsqty 2
Tabletsqty 2
Label printers
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 10
Power stripsqty 12
USB chargersqty 6

Lighting

LED lightsqty 12
Desk lampsqty 10
Light standsqty 4

Decorations

Film fair bannersqty 4
Postersqty 30
Tableclothsqty 30
Directional signsqty 12
Sticky tackqty 8
Cable tiesqty 100

Tableware

Reusable cupsqty 120
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 12
Serving boardsqty 8
Storage binsqty 12
Thermos flasksqty 6

Catering

Visitor wristbandsqty 150
Name badgesqty 80
Badge holdersqty 80
Program leafletsqty 150
Admission ticketsqty 150
Price tagsqty 500
Paper bagsqty 150
Cash tray insertsqty 2
Cash box
Small change traysqty 2
Pensqty 30
Permanent markersqty 12
Notepadsqty 10
Sticky notesqty 20
Clipboardsqty 8
Printer paperqty 500
Envelopesqty 100
Trade fair bagsqty 150
Groceries
- Coffee - 6 packs
- Tea - 4 boxes
- Cocoa powder - 2 packs
- Sugar - 4 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 4 tubs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted popcorn - 8 bags
- Sweet popcorn - 8 bags
- Pretzels - 6 bags
- Savory nuts - 6 bags
- Rice cakes - 6 packs
- Crackers - 8 packs
- Baguettes - 12 pieces
- Mini bake-off rolls - 8 bags
- Butter - 4 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Chicken breast slices - 2 kilograms
- Vegetarian spread - 8 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Grapes - 5 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Cherry tomatoes - 3 kilograms
- Olives - 6 jars
- Pickles - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Jam - 4 jars
- Peanut butter - 3 jars
- Cookies - 12 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Muesli bars - 100 pieces
- Chocolate bars - 80 pieces
- Napkins - 1000 pieces
- Paper plates - 150
- Wooden stirrers - 500 pieces
- Paper straws - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 50 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 packs
- Hand soap - 6 bottles
- Sponges - 12 pieces
- Scouring sponges - 12 pieces

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop headsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4
Glovesqty 20
Hand sanitizerqty 6

Tips

Plan one entrance desk with at least one laptop or tablet, a card machine and a supply of wristbands or entry forms. Add a second device if you expect more than 100 visitors during the busiest hour.
Allow two to three drinks per visitor for the first hour, then about one drink per person for each additional hour. Buy extra coffee, tea and water for exhibitors and volunteers, who usually arrive before visitors.
Use one table and two chairs per exhibitor unless the stall plan specifies otherwise. Add display racks, clothes racks or bar stools only where exhibitors need vertical or raised presentation space.
Prepare one directional sign for the entrance, registration desk, toilets and each main route through the venue. Bring sticky tack and cable ties, because signs and cables are often the last items to be secured on the day.
Count power points before buying or packing equipment. Keep at least one extension cord and one power strip for every two powered work areas, and bring USB chargers for phones, tablets and card machines.

Frequently asked questions

What should I buy for a Film Fair?: Start with entrance equipment, exhibitor furniture, display fixtures, signs, lighting, power supplies and refreshments. For a small fair, plan one entrance desk, one laptop or tablet, one card machine, and one table with two chairs per exhibitor.
How many drinks do I need for a Film Fair?: Budget two to three drinks per person for the first hour and one drink per person for every additional hour. Add at least 10% extra for exhibitors, volunteers and unexpected visitors.
How many tables and chairs do Film Fair exhibitors need?: Use one table and two chairs per exhibitor as a starting point. Confirm each exhibitor’s requirements before finalising the floor plan, ideally at least one week before the fair.
What do people usually forget for a Film Fair?: Small operational items are often missed: extension cords, power strips, USB chargers, sticky tack, cable ties, directional signs and spare cups. Check these items two days before the event, then pack them together with the registration materials.

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