What you need for a franchise fair
A franchise fair needs more than tables and brochures. You will need a clear registration point, printed floor plans and participant lists, booth materials, reliable power, presentation equipment, and refreshments for exhibitors and visitors. Buy or bring items early enough to label badges, test screens and lighting, chill drinks, and sort materials by booth. Use the quantities in your event plan to match the number of exhibitors, participants, booths, and opening hours.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Standing tablesqty 24
- Bistro tablesqty 12
- Chairsqty 120
- High tablesqty 10
- Stoolsqty 20
- Registration desk
- Clothes racksqty 2
- Lockable cabinet
- Display wallsqty 24
- Brochure racksqty 24
Equipment
- Laptopsqty 3
- Tabletsqty 3
- Screensqty 12
- Projector
- Projection screen
- Wi-Fi router
- Extension cordsqty 24
- Power stripsqty 24
- Charging stationsqty 3
- Barcode scannerqty 2
- Label printer
- Speakersqty 2
- Microphone
- Audio mixer
Lighting
- LED lampsqty 12
- String lightsqty 6
Decorations
- Trade show bannersqty 24
- Logo stickersqty 24
- Plantsqty 12
- Tableclothsqty 24
- Directional signsqty 12
- Welcome sign
- Program postersqty 6
Tableware
- Water glassesqty 150
- Wine glassesqty 150
- Coffee cupsqty 100
- Platesqty 150
- Cutlery setsqty 150
- Serving boardsqty 12
- Pitchersqty 8
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Coolersqty 6
- Thermos flasksqty 6
- Ice cube traysqty 6
- Serving tongsqty 12
- Cutting boardsqty 4
- Chef's knifeqty 4
- Refrigerated display casesqty 2
Cleaning
- Waste binsqty 12
- Microfiber clothsqty 12
- Bucketsqty 4
- Mopsqty 4
- Broom setsqty 3
- Vacuum cleaner
- Toilet brushesqty 3
- Hand soap dispensersqty 6
Registration
- Badge holdersqty 200
- Lanyardsqty 200
- Pensqty 50
- Clipboardsqty 6
- Name stickersqty 200
- Wristbandsqty 200
- Trade fair floor plansqty 200
- Program flyersqty 200
- Exhibitor foldersqty 30
Safety
- Cable matsqty 24
- Marking tapeqty 8
- Work glovesqty 12
- Flashlightsqty 4
Catering
- Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemon - 2 kilogram
- Still water - 60 bottles
- Sparkling water - 48 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Alcohol-free beer - 48 bottles
- Pils - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 6 bottles
- Alcohol-free wine - 6 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Coffee cream - 6 packs
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Vegan cheese - 1 kilogram
- Smoked chicken breast - 2 kilograms
- Raw ham - 1 kilogram
- Vegan vegetable spread - 8 tubs
- Multigrain bread - 12 loaves
- White mini rolls - 150 pieces
- Whole wheat mini rolls - 100 pieces
- Wraps - 80 pieces
- Arugula - 1 kilogram
- Cucumber - 12 pieces
- Cherry tomatoes - 4 kilograms
- Bell peppers - 3 kilograms
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 30 pieces
- Mini quiches - 150 pieces
- Vegetarian mini quiches - 100 pieces
- Vegan spring rolls - 100 pieces
- Bitterballen - 200 pieces
- Vegetarian bitterballen - 100 pieces
- Falafel balls - 100 pieces
- Olives - 2 kilograms
- Mixed nuts - 2 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Salsa - 8 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Coffee pastries - 100 pieces
- Mini muffins - 100 pieces
- Dark chocolate - 2 kilograms
- Milk chocolate - 2 kilogram
- Vegan cookies - 8 packs
- Gluten-free crackers - 6 packs
- Gluten-free cookies - 6 packs
- Paper napkins - 600 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Cocktail picks - 500 pieces
- Food gloves - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
Tips
- Plan one registration setup with a desk, laptop or tablet, badge supplies, participant list, and barcode scanner if registrations are checked digitally. Keep spare charging cables and a power strip at the desk.
- Prepare one printed floor plan for the registration desk and additional copies for exhibitors. Print the final version after the booth layout and exhibitor list have been checked.
- Count booth equipment by exhibitor before delivery: display walls, brochure racks, tablecloths, banners, logo stickers, and extension cords are easy to leave behind when packed in mixed boxes.
- Provide at least one accessible power route per booth that needs equipment, then add power strips and extension cords for screens, laptops, lighting, and charging stations. Test every connection before doors open.
- Buy drinks and snacks based on the expected attendance and event length, and include dietary requirements collected during registration. Chill the drinks before opening and keep a separate reserve for exhibitors.
Frequently asked questions
- What should I buy for a franchise fair?
- Start with registration supplies, badges, printed floor plans and participant lists, booth furniture, display walls, brochure racks, tablecloths, signage, drinks, and snacks. Add laptops, tablets, screens, lighting, power strips, extension cords, and charging stations for exhibitors who need them.
- How many chairs and tables do I need for a franchise fair?
- Count one complete setup for each planned seating or meeting area, then match the number of booths and exhibitor requirements. Finalize the booth layout before ordering so you do not buy furniture that cannot fit in the venue.
- How much food and drink do I need for a franchise fair?
- For the first hour, allow roughly two to three drinks per person, then adjust for the total event duration and whether drinks are continuously available. Add snacks for the full attendance and keep separate options for every dietary requirement you collected.
- When should I prepare franchise fair materials?
- Finalize the exhibitor list, booth layout, signage, badges, and printed documents several days before the fair. Chill groceries and sort booth materials the day before, then test power, screens, lighting, microphones, and registration equipment before opening.
Start this plan in Lizzt
Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.
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