Information fair shopping list

An information fair needs more than tables and handouts. You will need a clear registration point, equipment for each booth, refreshments for visitors and exhibitors, and a way to manage cables, waste and storage. Use the quantities below as a starting point and adjust them to your attendance and number of exhibitors. Order printed materials, screens and catering early; these are the items most often left until the final week.

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What to bring

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

Furniture

Tablesqty 32
Chairsqty 80
Registration desk
Bar stoolsqty 6
Clothes racksqty 2
Waste binsqty 8
Umbrella binsqty 2
Display wallsqty 20
Tableclothsqty 32
Storage cratesqty 12

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12
Thermos flasksqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 10
Power stripsqty 10
Laptopsqty 2
Printers
Mobile phone chargersqty 6
Presentation screensqty 2
Presentation clickersqty 2

Lighting

LED lampsqty 12
String lightsqty 6

Decorations

Flower arrangementsqty 8
Buntingqty 6
Welcome sign
Information boardsqty 8
Table signsqty 32
Name badge holdersqty 100
Pensqty 100
Notepadsqty 50

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Tongsqty 8
Coolersqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Vacuum cleaner
Hand sanitizer bottlesqty 6
Hand soap dispensersqty 6

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 250 pieces
- Decaf coffee - 500 grams
- Coffee cream - 6 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Granulated sugar - 2 kilos
- Sweeteners - 200 pieces
- Honey - 2 jars
- Lemons - 2 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ginger beer - 4 bottles
- Ice cubes - 12 kilo
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Cucumbers - 4 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted pretzels - 8 bags
- Rice cakes - 8 packs
- Mixed nuts - 4 kilos
- Raisins - 2 kilos
- Cookies - 12 packs
- Mini muffins - 150 pieces
- Cheese mini sandwiches - 100 pieces
- Mini chicken sandwiches - 100 pieces
- Mini sandwiches with hummus - 100 pieces
- Mini egg salad sandwiches - 80 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Herb butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Olives - 3 kg
- Pickles - 2 jars
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Wooden stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Plastic gloves - 4 boxes
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand sanitizer gel - 6 bottles
- Stain remover - 2 bottles
- Air freshener - 4 spray cans
- Bandages - 2 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Adhesive tape - 8 rolls
- Double-sided tape - 4 rolls
- Cable ties - 100 pieces
- Permanent markers - 24 pieces
- Copy paper - 2 packs
- Envelopes - 100 pieces
- Wristbands - 250 pieces

Tips

Plan one registration desk with two chairs, plus one name badge and printed registration record for every expected attendee. Keep spare badges and pens at the desk for last-minute registrations.
For refreshments, allow two to three drinks per person during the first hour, then one drink per person for each additional hour. Add around two snack portions per person and confirm dietary requirements before placing the catering order.
Give every booth enough table space, seating and display support for its materials. Count extension cords and power strips by booth rather than buying one shared set, and bring at least two spare cables.
Prepare signage before the event day: entrance signs, registration instructions, booth or room labels, toilets, refreshments and emergency information. Print the program and floor plan with a small surplus, such as 10% extra copies.
Sort materials into storage crates by booth before loading them. Chill drinks several hours in advance, check the stock against the registration list, and charge laptops, phones and presentation clickers the evening before.

Frequently asked questions

What do I need for an information fair?: You need furniture for booths and registration, display walls or clothes racks where required, name badges, signage, programs and floor plans. Also prepare refreshments, cups and serving items, waste bins, storage crates, extension cords, power strips and presentation equipment.
How much food and drink do I need for an information fair?: Allow two to three drinks per person for the first hour, then one per person for every additional hour. Plan about two snack portions per person, and add a 10% buffer if attendance is uncertain.
How many chairs and tables should I order for an information fair?: Start with one table per booth and two chairs per booth unless an exhibitor has confirmed different requirements. Add one registration desk with two chairs and keep 10% extra seating if visitors may stay for presentations.
When should I buy supplies for an information fair?: Buy or reserve furniture, display walls, screens and catering at least two to four weeks ahead. Complete the final stock check and shopping trip two to three days before the fair, then chill drinks and charge equipment the day before.

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