What to Buy for a Games Fair

A games fair needs more than demo and tournament games. Visitors, exhibitors, volunteers, and tournament players all use different supplies throughout the day. Plan drinks and coffee service, serving items, scorekeeping materials, prizes, and the equipment needed at booths and tables. Buy or gather disposable and reusable items early, then check the games, cables, payment equipment, and refreshments before the venue opens.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 60
Reception desk
High tablesqty 4
Tableclothsqty 24
Presentation boardsqty 8

Equipment

Cash boxesqty 3
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 10
Laptopsqty 2
Walkie-talkiesqty 6
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 3

Game materials

Demo gamesqty 30
Tournament gamesqty 6
Diceqty 30
Playing cardsqty 20
Score padsqty 12
Game cardsqty 10
Prizesqty 12

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Serving traysqty 4
Serving plattersqty 8
Serving tongsqty 6

Decorations

Trade show bannersqty 4
Name badge holdersqty 40
Lanyardsqty 40
Registration formsqty 300
Program leafletsqty 300
Directional signsqty 12
Table numbersqty 24
Markersqty 12
Rolls of tapeqty 8
Scissorsqty 6

Lighting

LED lightsqty 10
String lightsqty 4

Cleaning

Broom setsqty 2
Mop setsqty 2
Bucketsqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 200 pieces
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ice tea - 3 bottles
- Apple juice - 3 bottles
- Orange juice - 3 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Cocktail nuts - 4 bags
- Pretzels - 6 bags
- Cookies - 10 packs
- Mini muffins - 8 boxes
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 5 kilograms
- Wholemeal bread - 6 loaves
- White bread - 6 loaves
- Mild cheese - 3 kilograms
- Hummus - 12 tubs
- Halal chicken breast - 2 kilogram
- Peanut butter - 4 jars
- Jam - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Stirrers - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Cleaning wipes - 24 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water for exhibitors, volunteers, and anyone running a tournament.
For coffee service, provide one coffee cup per expected serving, plus at least 10% extra. Check that coffee machines, kettles, and thermos flasks are available before shopping for coffee and tea.
Count demo games and tournament games by table, not just by title. Each tournament table also needs dice or playing cards where relevant, game cards, and enough score pads for every round.
Prepare one name badge and printed program for each registered attendee, exhibitor, and volunteer, with at least 10% spare copies. Keep pens and replacement badges at the reception desk.
Test every card machine, laptop, extension cord, and power strip at least one day before the fair. Bring one spare power strip and extension cord for each area with multiple demo or tournament tables.

Frequently asked questions

How many drinks do I need for a games fair?: Plan for two to three drinks per person during the first hour and one drink per person for every hour after that. Add at least 10% extra for exhibitors and volunteers, and include water as well as chilled drinks.
How much coffee and tea should I buy for a games fair?: Estimate one hot drink per person for each two-hour period, then add 10% extra. Buy enough coffee cups, tea supplies, sugar, milk, and hot-water capacity to serve the busiest break without a queue.
How many prizes do I need for games fair tournaments?: Prepare at least one prize for each planned tournament winner and add one or two spare prizes in case registrations change. Confirm the tournament schedule before buying prizes, ideally at least one week ahead.
When should I check the games fair equipment?: Check demo games, tournament games, payment devices, laptops, cables, and power strips at least one day before the event. Pack replacements and missing game materials after the check, rather than waiting until setup time.

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