What to Buy and Bring for a Game Fair

A game fair needs more than games and tables. You will need enough controllers, screens, cables and power points for every playable station, plus practical items for registration, tournaments and visitor flow. Plan drinks and catering around your opening hours, and keep prizes, change and printed rules ready before doors open. This shopping list also covers board and card games, networking equipment, signage and the small supplies people often remember only when setup has started.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
High tablesqty 6
Tableclothsqty 18
Stoolsqty 12
Bollardsqty 8

Equipment

Game consolesqty 8
Gaming PCsqty 8
Monitorsqty 16
Televisionsqty 8
Game consolesqty 8
Game controllersqty 24
Keyboardsqty 8
Gaming miceqty 8
Headsetsqty 16
Speakersqty 2
Microphone
Microphone stand
Projector
Projection screen
Extension cordsqty 16
Extension cordsqty 20
HDMI cablesqty 16
Network cablesqty 20
Network Switchesqty 2
Wi-Fi router
Charging stationsqty 4
Power banksqty 4

Game materials

Board gamesqty 30
Card gamesqty 15
Tabletop gamesqty 8
Diceqty 60
Play matsqty 12
Conesqty 12
Tournament controllersqty 8
Scoreboardsqty 6
Stopwatchesqty 4
Playing card holdersqty 8

Registration

Laptopqty 2
Cash drawer
Payment terminal
Badge holdersqty 100
Wristbandsqty 120
Clipboardsqty 6
Ballpoint pensqty 30
Printer
Printer paperqty 2

Decorations

Game postersqty 20
Bannersqty 8
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 6
Ropeqty 2
Directional signsqty 12

Lighting

LED light stringsqty 8
LED lampsqty 12
Power stripsqty 8

Tableware

Glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Ice cube traysqty 6
Cutting boardsqty 2
Knivesqty 4
Pliersqty 4
Serving jugsqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 8
Hand soap dispensersqty 4

Catering

Groceries
- 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
- Energy drink - 24 cans
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 8 bags
- Snacks - 6 bags
- Popcorn - 6 bags
- Cookies - 8 packs
- Brownies - 6 boxes
- Mini muffins - 6 boxes
- Mini pizzas - 8 boxes
- Vegetarian snacks - 6 boxes
- Vegan snacks - 4 boxes
- Mini frikandels - 6 boxes
- Mini cheese soufflés - 6 dozen
- Tomato - 2 kilo
- Cucumber - 6 pieces
- Carrots - 2 kilos
- Grapes - 3 kilos
- Apples - 30 pieces
- Bananas - 25 pieces
- Hummus - 6 tubs
- Herb cream cheese - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Cocktail sauce - 2 bottles
- Satay sauce - 2 jars
- Baguettes - 10 pieces
- Mini rolls - 100 pieces
- Cheese slices - 2 kilos
- Ham slices - 2 kilo
- Vegetarian spread - 8 tubs
- Butter - 1 kilo
- Plates - 150 pieces
- Cups - 200 pieces
- Coffee stirrers - 200 pieces
- Paper straws - 150 pieces
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Plastic gloves - 2 boxes
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 2 packs
- Microfiber cloths - 12 pieces
- Stain remover - 1 bottle
- Hand soap - 4 refills
- Hand sanitizer - 6 bottles
- Paper towels - 8 packs
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Cable ties - 2 bags
- Highlighters - 2 sets

Tips

Count one working controller per player, plus at least one spare controller for every four stations. Test every console, monitor, television, headset and HDMI cable before packing them.
Allow one extension cord for each powered station and bring extra cables for unexpected layouts. Label network cables and test the router, switches and Wi-Fi before exhibitors arrive.
Prepare printed game rules, visitor maps, safety information, signage and name badges at least one day before the fair. Pack them in separate labelled folders so registration staff can find them quickly.
For tournament areas, set aside the prizes, change, microphone, stand and schedule together. Keep a visible prize table and print one extra copy of each tournament schedule in case a sheet is damaged.
Chill drinks several hours before opening and check catering quantities against registered visitors. Keep water available throughout the day, especially near gaming areas where visitors may stay for multiple rounds.

Frequently asked questions

What equipment do I need for a game fair?: Plan one complete playable setup per station: a console or gaming PC, screen, controller or keyboard and mouse, plus the required cables. Add at least 10% spare controllers and cables, and provide one charging station or power bank area for longer events.
How many tables and chairs do I need for a game fair?: Count one table for each gaming or exhibitor station, then add separate tables for registration, prizes and catering. Provide one chair per seated player and volunteer, plus 10% extra seating for queues and visitors waiting between tournament rounds.
How early should I buy supplies for a game fair?: Buy or reserve core equipment, games, prizes and printed materials at least two weeks before the event. Complete the final stock check and shopping trip two to three days beforehand, leaving only chilled drinks and fresh catering for the final day.
How many drinks do I need for a game fair?: Budget two to three drinks per person for the first hour, then one drink per person for every additional two hours. Add extra water for volunteers and players, and chill the first supply at least four hours before opening.

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