What you need for an information fair

An information fair needs more than tables and leaflets. You will need a clear welcome point, practical booth equipment, presentation technology, printed information and refreshments for exhibitors and visitors. Plan quantities from your registration and exhibitor numbers, then add a small buffer for late arrivals and replacements. Items such as extension cords, name badges, waste bins and serving equipment are easy to overlook and difficult to arrange on the day.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
High tablesqty 4
Information desk
Coat racksqty 2
Waste binsqty 8
Clothes racksqty 2
Tablecloth tablesqty 18

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 8
Chargersqty 4
USB sticksqty 3
Presentation clicker

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving tongsqty 6
Small bowlsqty 12
Measuring cupsqty 2
Washing-up basinsqty 6

Decorations

Tableclothsqty 18
Welcome sign
Stand number signsqty 20
Name badge holdersqty 20
Directional signsqty 12
Flagsqty 8
Flagpolesqty 8
Plantsqty 8
Notice boardsqty 10
Poster holdersqty 12
Buntingqty 10
Adhesive stripsqty 4

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa Powder - 1 canister
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Sparkling lemon water - 4 bottles
- Ice cubes - 8 bags
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini rolls - 120 pieces
- Butter - 1 kilo
- Hummus - 2 kilos
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Cream cheese - 1 kilo
- Chicken breast topping - 1 kilo
- Vegetarian Spread - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Bell peppers - 12 pieces
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Rice cakes - 6 packs
- Gluten-free crackers - 4 packs
- Cookies - 8 packs
- Vegan cookies - 4 packs
- Gluten-free cookies - 4 packs
- Mini muffins - 120 pieces
- Vegan mini muffins - 30 pieces
- Gluten-free mini muffins - 20 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olives - 4 jars
- Pickles - 3 jars
- Nut mix - 3 kilo
- Nut-free snack mix - 2 kilos
- Salt - 1 pack
- Pepper - 1 can
- Cinnamon - 1 canister
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Wooden stirrers - 300 pieces
- Toothpicks - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 dispensers
- Paper towels - 12 packs
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Rubber gloves - 6 pairs
- Air freshener - 3 spray cans
- Bandages - 2 boxes

Paper goods

Program flyersqty 300
Floor plansqty 250
Registration formsqty 200
Surveysqty 150
Name badgesqty 40
Notepadsqty 30
Sticky notesqty 500
Copy paperqty 2
Envelopesqty 100

Office supplies

Ballpoint pensqty 80
Permanent markersqty 24
Whiteboard markersqty 12
Pencilsqty 30
Eraserqty 10
Scissorsqty 10
Tapeqty 8
Staplersqty 4
Staplesqty 8
Paper clipsqty 4
Clipboardsqty 10
Storage foldersqty 12
Bindersqty 6
Labelsqty 4
Calculatorsqty 2

Safety

Cable matsqty 8
Barrier tapeqty 2
Non-slip matsqty 6
Flashlightsqty 4

Cleaning

Trash binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 12

Transport

Hand trucksqty 2
Roll containersqty 4
Cratesqty 20

Tips

Allow one exhibitor table and two chairs per participating organization, then add at least two spare chairs for volunteers, visitors or last-minute changes. Use tablecloths on every public-facing table so the information desk and booths look consistent.
Prepare one exhibitor name badge for each representative, plus 10 extra badges for replacements and late registrations. Keep markers and blank badges at the information desk rather than in a storage box.
Plan one power strip and one extension cord for each booth that needs a laptop or display, with at least two spare extension cords. Check cable lengths and outlet locations before exhibitors arrive; adapters and chargers are often forgotten.
For a coffee and tea station, count one cup per expected drink during the busiest hour, plus roughly 10% extra. Set out pitchers, thermos flasks, serving trays, glasses, plates and cutlery before doors open, and provide a separate cooler if milk or other chilled items are served.
Print the market map, opening hours, route information, registration forms and directional signs before the final week. Bring at least 10 spare copies of each visitor-facing handout and keep USB sticks, a presentation clicker and backup chargers with the laptop and projector.

Frequently asked questions

How many tables do I need for an information fair?: Plan one table for each participating organization, plus one information desk and any separate refreshment or presentation tables. Add 10% extra space where possible, or at least one spare table, because late booth changes are common.
How much coffee and tea should I buy for an information fair?: Estimate two drinks per person for the first hour, then one drink per person for each additional two hours. Add 10% extra cups, coffee and tea so the station does not run short during the busiest arrival period.
What equipment is needed for exhibitor booths?: Each booth usually needs a table, two chairs, signage or a name badge, and access to power if the exhibitor uses a laptop. Provide one extension cord and power strip per powered booth, plus at least two spares for the whole fair.
When should I print materials for an information fair?: Finalize and print maps, forms, opening hours, route information and signs at least 5 working days before the fair. Keep 10 spare copies of each key handout and print blank registration forms for visitors who arrive without registering.

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