Franchise Fair Shopping List

A franchise fair needs more than exhibition tables and printed brochures. You also need a clear registration point, practical booth furniture, presentation equipment, catering supplies and visible route signage. Use this shopping list alongside your floor plan and exhibitor numbers so you can order the right quantities. Check delivery times early for rented furniture, coffee equipment, refrigerators, screens and other items that may not be available at short notice.

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What to bring

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

Furniture

Standing tablesqty 24
Visitor chairsqty 120
Bar stoolsqty 24
Registration desk
Lounge armchairsqty 8
Lounge tablesqty 4
Stage
Clothes racksqty 4
Lockable cabinetsqty 6
Display wallsqty 48
Foldable tablesqty 8
Stoolsqty 16

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 180
Wine glassesqty 120
Platesqty 180
Dessert platesqty 150
Cutlery setsqty 180
Serving plattersqty 24
Serving tongsqty 12
Coffee potsqty 8
Thermos flasksqty 8

Equipment

Coffee machinesqty 4
Kettlesqty 4
Refrigeratorsqty 4
Coolersqty 8
Laptopsqty 2
Screensqty 4
Projector
Projection screen
Wireless microphonesqty 3
Speakersqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 4
Barcode scannersqty 2
Payment terminalsqty 2
Hand trucksqty 2
Tool casesqty 2

Decorations

Company flagsqty 12
Logo foam boardsqty 24
Bannersqty 12
Tableclothsqty 24
Plantsqty 16
Directional signsqty 12
Booth numbersqty 24
Program boardsqty 4
Flip chartsqty 6
Markersqty 24

Catering

Name badgesqty 250
Lanyardsqty 250
Program bookletsqty 250
Notepadsqty 250
Ballpoint pensqty 250
Carrier bagsqty 250
Wristbandsqty 250
Napkinsqty 500
Stirrersqty 300
Paper strawsqty 250
Disposable cupsqty 300
Groceries
- Coffee beans - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 4 packs
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lactose-free milk - 4 liters
- Lemon - 3 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Ginger beer - 4 bottles
- Alcohol-free beer - 48 bottles
- Pilsner beer - 96 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 8 bottles
- Beer glasses - 150 pieces
- Ice cubes - 20 kilo
- Snack mix - 6 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Salted peanuts - 4 kilo
- Cashews - 3 kilos
- Olives - 3 kg
- Cheese cubes - 6 kilos
- Dry sausage - 4 kilos
- Grapes - 6 kilos
- Apples - 6 kilos
- Bananas - 5 kilo
- Mandarins - 5 kilos
- Mini cucumbers - 4 kilos
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Smoked chicken breast - 2 kilo
- Hummus wraps - 80 pieces
- Chicken wraps - 80 pieces
- Mini sandwiches - 180 pieces
- Vegetarian sandwiches - 80 pieces
- Gluten-free sandwiches - 20 pieces
- Mini quiches - 120 pieces
- Filled puff pastry snacks - 120 pieces
- Falafel balls - 100 pieces
- Herb cream cheese - 2 kilos
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Sweet and sour sauce - 2 bottles
- Cocktail sauce - 2 bottles
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Garlic powder - 2 jars
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Trash bags - 100 pieces
- Plastic gloves - 200 pieces

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Vacuum cleanerqty 2
Cleaning cartsqty 2
Paper towelsqty 12

Lighting

LED spotlightsqty 12
Standing lampsqty 6
Mood lightingqty 6

Tips

Plan one registration desk, badge supply and visitor information set for each entrance in use. Order at least 10% extra badges and printed information for walk-ins and last-minute changes.
Match booth furniture to the floor plan before ordering. Count one table or display surface per exhibitor, then add spare stools or chairs for exhibitors whose meetings need seating.
For a full-day fair, provide at least 2 drinking glasses per visitor and exhibitor, plus extra stock for washing delays. Keep water, coffee cups, tea glasses and serving equipment at both the registration area and catering point if the venue is large.
Check presentation requirements with every speaker at least 7 days before the fair. Confirm the number of laptops, screens, projectors and connection adapters rather than assuming every presentation will use the same setup.
Order route signs, stand-number materials and visitor badges no later than 3 working days before opening. Pack them by location so the registration desk, entrance and exhibition floor can be set up without searching through boxes.

Frequently asked questions

What should I buy for a franchise fair?: Plan supplies for four areas: registration, exhibitor booths, presentations and catering. Typical requirements include a registration desk, badges, display walls, tables, chairs, screens or a projector, coffee equipment, glasses, plates and serving utensils.
How many chairs do I need for a franchise fair?: Start with the number of exhibitors and the seating shown on your booth layout. Allow at least 2 visitor chairs or stools per booth where conversations are expected, then add 10% spare seating for busy periods and damaged or misplaced items.
How much glassware is needed for a franchise fair?: For a full-day event, allow 2 drinking glasses per expected attendee and exhibitor, plus 10% extra. Add separate quantities for coffee cups, tea glasses and wine glasses if those drinks are served at different points in the programme.
When should I order equipment for a franchise fair?: Reserve rented furniture, coffee machines, kettles, refrigerators, coolers, screens and projectors at least 2 to 4 weeks ahead. Finalise quantities after exhibitor confirmation, and check every delivery 1 week before the fair.

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