What you need for a franchise fair

A franchise fair needs more than tables and brochures. You will need a clear registration setup, one workable booth arrangement per exhibitor, reliable power and printed identification for visitors and exhibitors. Buy or hire equipment according to your exhibitor count, visitor numbers and venue layout rather than guessing at the last minute. This list helps you check the physical supplies before the floor plan is final, badges are printed and exhibitors begin setting up.

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What to bring

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

Furniture

Trade fair tablesqty 30
Exhibition chairsqty 90
Registration deskqty 2
Bar stoolsqty 12
Folding chairsqty 12
Coat racksqty 4
Bollardsqty 8
Barrier tapeqty 4
Tableclothsqty 30
Brochure racksqty 25

Equipment

Laptopsqty 4
Tabletsqty 3
Badge printer
Label printer
Card machinesqty 2
Barcode scannersqty 2
Wi-Fi router
Extension cordsqty 12
Power stripsqty 15
USB chargersqty 8
Power banksqty 4
Presentation screensqty 2
HDMI cablesqty 4
Speakersqty 2
Microphone
Tool casesqty 2
Roll containersqty 4
Cable matsqty 12

Decorations

Company bannersqty 6
Backdropsqty 25
Exhibitor name signsqty 25
Directional signsqty 12
Welcome sign
Directional signsqty 10
Plantsqty 12
Flagsqty 8
Adhesive hooksqty 40
Cable tiesqty 200

Tableware

Coffee cupsqty 100
Glassesqty 150
Wine glassesqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Serving spoonsqty 8
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 15
Food warmersqty 4
Storage binsqty 12
Kitchen tongsqty 8
Kettlesqty 3
Corkscrewsqty 3
Bottle openersqty 4

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 30
Cleaning glovesqty 12

Lighting

LED spotlightsqty 12
String lightsqty 6

Catering

Groceries
- Coffee beans - 5 kilograms
- Tea bags - 300 pieces
- Black tea - 100 tea bags
- Herbal tea - 100 bags
- Green tea - 100 bags
- Sugar sticks - 300 pieces
- Sweeteners - 200 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 12 trays
- Spa Rood - 6 trays
- Sparkling mineral water - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Alcohol-free beer - 6 crates
- Pilsner - 8 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilograms
- Coffee creamer cups - 500 pieces
- Unsalted butter - 2 kilograms
- Jam - 6 jars
- Honey - 3 jars
- Peanut butter - 3 jars
- Hummus - 3 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Chicken breast slices - 3 kilograms
- Vegetarian spread - 2 kilograms
- Whole wheat bread - 12 loaves
- White rolls - 180 pieces
- Multigrain rolls - 120 pieces
- Croissants - 100 pieces
- Mini quiches - 180 pieces
- Vegetarian wraps - 100 pieces
- Chicken wraps - 100 pieces
- Falafel balls - 150 pieces
- Mini meatballs - 150 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 kilograms
- Olives - 4 kilograms
- Grapes - 8 kilograms
- Apples - 100 pieces
- Bananas - 80 pieces
- Cherry tomatoes - 5 kilo
- Cucumber - 15 pieces
- Carrots - 5 kilograms
- Bell peppers - 30 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Sambal - 2 jars
- Olive oil - 2 liters
- Salt - 1 kilogram
- Pepper - 500 grams
- Paprika powder - 250 gram
- Spice mix - 500 grams
- Lemon juice - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Disinfectant hand gel - 12 bottles
- Liquid hand soap - 12 bottles
- Nitrile gloves - 300 pieces
- Storage containers - 30 pieces
- Coffee filters - 300 pieces
- Stirrers - 500 pieces
- Cardboard takeaway cups - 300 pieces
- Paper straws - 200 pieces

Paper goods

Name badgesqty 300
Lanyardsqty 300
Visitor listsqty 6
Exhibitor manualsqty 30
Floor plansqty 250
Program leafletsqty 250
Pensqty 80
Notepadsqty 60
Printer paperqty 2
Label sheetsqty 10
Bindersqty 6
Clipboardsqty 8

Tips

Allow one trade fair table, at least two exhibition chairs and one brochure rack per exhibitor unless the agreed booth layout says otherwise. Add a few spare chairs for meetings and late changes.
Prepare registration capacity for the busiest arrival period, not the average. For one registration point, have one laptop or tablet, a badge printer, a label printer, a card machine and a barcode scanner ready; add a second set if queues are likely.
Count power connections by booth and by shared production area. Keep at least one extension cord, power strip and USB charger available for every active desk, and place cable mats wherever visitors cross cables.
Print name badges only after visitor registration closes and the list has been checked. Keep blank badge stock, spare labels and a working printer available for at least 5% of the expected badges.
Order signage and access-control supplies before setup day: company banners, backdrops, bollards and barrier tape help separate exhibitor areas and guide traffic. Bring a tool case, roll containers and power banks so setup does not depend on finding venue equipment.

Frequently asked questions

How many tables and chairs do I need for a franchise fair?: Start with one trade fair table and two exhibition chairs per exhibitor. For 20 exhibitors, that means at least 20 tables and 40 chairs, plus 10% spare seating if the venue allows it.
How many badges should I print for a franchise fair?: Print one badge for every registered visitor, exhibitor and staff member after registration closes. Prepare at least 5% extra blank badges; for 200 expected attendees, keep 10 spare badges ready.
When should I buy or hire franchise fair equipment?: Confirm furniture, power equipment, screens, speakers and registration hardware at least 4 weeks before the fair. Finalize quantities after the booth layout and technical requirements are approved, then check every item during setup.
What should I bring for exhibitor booth power and presentations?: Plan the required connections from each exhibitor's technical information, then pack extension cords, power strips, HDMI cables and USB chargers. Keep at least one tool case and several power banks on site for faults and last-minute changes.

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