What you need for an illustration fair

An illustration fair needs more than tables and display boards. You also need reliable payment equipment, clear stand numbers, lighting for artwork, refreshments and printed information for visitors and exhibitors. Plan purchases around the number of illustrators, tables and workshop places, then check power, storage and cashless payments before the event week. This list helps you identify easy-to-miss supplies before shopping and setup begin.

Use this plan

What to bring

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

Furniture

Tablesqty 24
Chairsqty 50
Bar stoolsqty 6
Clothes racksqty 8
Presentation boardsqty 20
Storage binsqty 24
Bollardsqty 8

Equipment

Laptopsqty 2
Payment terminalsqty 3
Speakersqty 2
Microphone
Projector
Projection screen
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Power stripsqty 12
Extension cordsqty 10
USB chargersqty 6

Lighting

LED lampsqty 12
Desk lampsqty 12
Light standsqty 6

Decorations

Tableclothsqty 24
Backdrop clothsqty 12
Buntingqty 6
Artificial plantsqty 12
Photo framesqty 20
Adhesive stripsqty 6
Clothespinsqty 100
Binding twineqty 2

Tableware

Coffee cupsqty 50
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pitchersqty 8
Thermos flasksqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 6
Measuring cupsqty 2
Serving traysqty 6
Washing-up basinsqty 6
Kitchen towelsqty 12

Catering

Coolersqty 4
Bar stoolsqty 4
Serving cartsqty 2
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Apples - 50 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Mini cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Hummus - 12 tubs
- Cream cheese - 2 kilo
- Young cheese - 2 kilos
- Herb cheese - 1 kilo
- Savory crackers - 12 packs
- Baguettes - 12 pieces
- Mini rolls - 100 pieces
- Vegetarian wraps - 60 pieces
- Chicken breast slices - 2 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 4 jars
- Nut mix - 3 kilo
- Raisins - 2 kilos
- Cookies - 12 packs
- Brownies - 80 pieces
- Vegan cookies - 4 packs
- Gluten-free crackers - 3 packs
- Napkins - 500 pieces
- Straws - 250 pieces
- Coffee filters - 2 packs
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Hand soap - 4 bottles
- Paper hand towels - 6 packs

Paper goods

Name badgesqty 80
Wristbandsqty 250
Program bookletsqty 250
Floor plansqty 250
A4 printing paperqty 2
A3 paper
Sticky notesqty 12
Pensqty 30
Permanent markersqty 12
Table numbersqty 30
Envelopesqty 100

Workshop

Drawing paperqty 300
Sketchbooksqty 40
Graphite pencilsqty 60
Colored pencilsqty 120
Finelinersqty 80
Erasersqty 40
Pencil sharpenersqty 20
Markersqty 60
Brushesqty 40
Water bowlsqty 20
Protective filmqty 2
Apronsqty 20

Sales materials

Price tagsqty 300
Print coversqty 300
Paper carrier bagsqty 250
Cardboard tubesqty 80
Bubble wrapqty 2
Wrapping paperqty 3
Cash boxesqty 6
Cash register rollsqty 10

Cleaning

Waste binsqty 12
Vacuum cleaner
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Safety

Cable matsqty 12
Warning signsqty 4
Flashlightsqty 3

Tips

Plan one payment terminal or laptop-based payment point for each busy sales area, and arrange chargers and power strips before exhibitors arrive. Test every terminal at least 24 hours in advance.
Prepare two drinks per person for the first hour, then allow one additional drink per person for each following hour. Add coffee, tea, milk and water separately so refreshments do not run out first.
Order printed programmes, maps, name badges, table numbers and directional signs no later than 5 working days before the fair. Keep a small reserve of at least 10 blank badges and printed sheets for late changes.
Give each exhibitor enough display lighting for their table, especially where artwork is shown under dim venue lights. Check extension cords, light stands and cable routes during the final venue walkthrough, not on opening morning.
Buy display and decoration supplies in advance: adhesive strips, string and pegs are easy to overlook but are needed for artwork, signs and backdrop cloths. Keep them in one labelled storage bin so setup volunteers can find them quickly.

Frequently asked questions

What food and drinks do I need for an illustration fair?: For drinks, plan two per person during the first hour and one more per person for every additional hour. Order catering from the confirmed attendance count, including exhibitors, staff, workshop leaders and registered guests, and collect dietary requirements before placing the order.
How many tables and chairs do I need for an illustration fair?: Start with one table and one chair per exhibitor unless the agreed stand layout says otherwise. Add seating for registration, workshops and catering, then keep at least 10% spare chairs if the venue has room for late arrivals or damaged furniture.
When should I buy supplies for an illustration fair?: Complete the main shopping at least 3 to 5 days before the fair, after the participant list and floor plan are stable. Buy fresh catering items closer to the event, but test payment terminals, laptops, chargers and lighting at least 24 hours beforehand.
What equipment do illustrators need at their stands?: Each stand should have its allocated table, chair, display surface and suitable lighting, plus access to power where needed. Confirm laptops, payment terminals, USB chargers, extension cords and storage bins with participants at least 7 days before the event.

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.