What to buy for a fire department fair

A fire department fair needs more than tables and banners. Visitors move between exhibitor booths, registration, demonstrations and refreshment areas, so supplies must be ready before setup begins. Use this shopping list to check practical items such as serving equipment, power supplies, coffee service and signage materials. Order printed materials and rented furniture early, then buy disposable and catering supplies close enough to the event to keep them fresh.

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What to bring

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

Furniture

Trade fair tablesqty 24
Folding chairsqty 80
Registration desk
Bar stoolsqty 8
Waste binsqty 12
Clothes racksqty 4

Equipment

Laptopqty 2
Tabletsqty 4
Printer
Extension cordsqty 12
Power stripsqty 10
Presentation screensqty 4
Handheld microphonesqty 2
Walkie-talkiesqty 8
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Fire extinguishersqty 6
Bollardsqty 16
Barrier tapeqty 8
Traffic conesqty 12
Flashlightsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Ice packsqty 24

Decorations

Fire brigade bannersqty 8
Flagsqty 12
Tableclothsqty 24
Backdrop clothsqty 8
Name badgesqty 120
Directional signsqty 20
Program postersqty 10

Lighting

LED lampsqty 12
String lightsqty 8
Batteriesqty 40

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Vacuum cleaner
Cleaning glovesqty 12
Toilet brushesqty 4

Catering

Groceries
- Coffee - 8 packs
- Tea selection - 6 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 6 liters
- Coffee biscuits - 8 packs
- Stirrers - 300 pieces
- 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
- Sparkling water - 6 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini sandwiches - 300 pieces
- Young cheese - 3 kilos
- Back ham - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Butter - 1 kilo
- Lettuce - 2 kilos
- Cucumbers - 8 pieces
- Tomatoes - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Cheese sticks - 300 pieces
- Vegetarian mini snacks - 200 pcs
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Mini muffins - 150 pieces
- Brownies - 120 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 600 pieces
- Coffee filters - 3 packs
- Paper cups - 400 pcs
- Wooden stirrers - 400 pieces
- Paper snack trays - 400 pieces
- Paper plates - 300 pieces
- Trash bags - 60 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Floor cleaner - 3 bottles
- Disinfectant spray - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Dish soap - 3 bottles
- Paper towels - 12 packs
- Bandages - 4 boxes
- Nitrile gloves - 6 boxes
- Labels - 4 rolls
- Waterproof markers - 12 pieces
- Tape - 12 rolls
- Rope - 4 rolls
- Cardboard - 2 packs
- Printer paper - 5 packs
- Pens - 30 pieces
- Pencils - 20 pieces
- Notepads - 20 pcs

Tips

Plan one registration device or tablet for every 100 expected visitors, plus one laptop or printer for on-site corrections. Bring spare power strips and extension cords so registration and exhibitor booths do not compete for outlets.
For coffee service, allow roughly two cups per visitor if the fair lasts three to four hours. Keep extra cups, glasses, plates and cutlery in reserve rather than placing the full supply on the tables at once.
Prepare one waste bin for each main area: registration, refreshments, exhibitor rows and demonstrations. Empty them before they are full, especially around food service and outdoor activity areas.
Bring at least two walkie-talkies for the event lead and setup coordinator, adding one for each separate demonstration or loading area. Test every device before exhibitors arrive, when access to the venue is still easy.
Pack serving platters, tongs, cutting boards and knives together in a clearly labelled catering box. This prevents a common last-minute delay: food has arrived, but nobody can serve or cut it safely.

Frequently asked questions

What do I need to buy for a fire department fair?: Plan for registration equipment, exhibitor furniture, chairs, power supplies, coffee service, tableware, waste bins, signage and fire brigade banners. Add separate supplies for demonstrations and refreshments rather than relying on the exhibitor booths to provide them.
How many chairs do I need for a fire department fair?: Provide one chair for each seated exhibitor or staff member, then add around 10% spare chairs for visitors, speakers and replacements. Keep additional chairs near demonstration or presentation areas if seating is part of the programme.
How much coffee and tableware should I buy for a fair?: For a three- to four-hour fair, allow about two cups per visitor, with extra coffee for exhibitors and staff. Buy at least 10% more cups, glasses, plates and cutlery than the expected headcount to cover spills and unexpected attendance.
When should I order furniture and printed materials for a fire department fair?: Confirm tables, chairs, registration furniture and presentation screens at least two to four weeks before the event. Print name badges, visitor lists and signage during the final week, after exhibitor registrations and programme details are confirmed.

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