What you need for an information fair

An information fair needs more than exhibitor tables and printed leaflets. Visitors must be able to find the right booth, register or ask questions, take a break, and move around safely. Plan furniture, display materials, power, refreshments and serving items together so the venue is ready when exhibitors arrive. This checklist helps you decide what to buy or bring, while the separate task list covers bookings, invitations, layout and coordination.

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What to bring

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

Furniture

Foldable tablesqty 24
Chairsqty 80
Beer tablesqty 4
Coat racksqty 2
Stoolsqty 8
Tableclothsqty 24
Display wallsqty 12
Changing room hangersqty 100

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Extension cordsqty 6
Power stripsqty 8
Laptopsqty 2
Tabletsqty 2
Printer
Microphone
Speakersqty 2

Tableware

Coffee cupsqty 100
Glassesqty 150
Mugsqty 40
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 10
Small bowlsqty 16
Thermos flasksqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Serving tongsqty 8
Coolersqty 6
Storage binsqty 12
Aluminum foilqty 4

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Plantsqty 12
Table décorqty 24
Directional signsqty 12
Name badge holdersqty 60
Name badge clipsqty 60

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 6

Cleaning

Trash binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broomsqty 2
Can openersqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 250 pieces
- Decaf coffee - 500 grams
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- coffee creamer - 4 packs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Lemons - 12 pieces
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Ice tea - 4 bottles
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Bitter lemon - 2 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini pistolets - 100 pieces
- Whole grain bread - 8 loaves
- Young cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 1,5 kilo
- Ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 2 kilos
- Egg salad - 1.5 kilos
- Cucumbers - 10 pieces
- Tomatoes - 3 kilos
- Arugula - 8 bags
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Celery - 6 bunches
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Rice cakes - 8 packs
- Mini crackers - 8 packs
- Nut mix - 3 kilo
- Raisins - 2 kilos
- Olives - 2 kilos
- Pickles - 2 jars
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Herb butter - 2 kilo
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Cookies - 12 packs
- Brownies - 8 boxes
- Mini muffins - 8 boxes
- Diet biscuits - 4 packs
- Gluten-free crackers - 4 packs
- Vegan sandwiches - 30 pieces
- Gluten-free rolls - 20 pieces
- Vegan toppings - 1 kilo
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Hand sanitizer - 6 bottles
- Bandages - 4 boxes
- Paper cups - 300 pieces
- Wooden stirrers - 300 pieces
- Wooden skewers - 500 pieces
- Baking paper - 2 rolls

Paper goods

Information sheetsqty 500
Floor plansqty 250
Program leafletsqty 250
Registration formsqty 200
Surveysqty 150
Notepadsqty 40
Pen setsqty 60
Markersqty 24
Sticky notesqty 20
Tapeqty 12
Painter's tapeqty 12
Poster puttyqty 8
Scissorsqty 8
Clipboardsqty 10
Envelopesqty 100
A4 printing paperqty 5
Pen holdersqty 12
Colored pencilsqty 12
Coloring pagesqty 100
Ballotsqty 200
Ballot boxesqty 4

Communication

Walkie-talkiesqty 6
Charging stationsqty 2
Visitor badge holdersqty 100
Wristbandsqty 250
Route arrowsqty 20

Safety

Flashlightsqty 4
Safety vestsqty 12
Cable matsqty 12
Barrier tapeqty 4
Non-slip matsqty 8

Tips

Plan one table or display area per confirmed organization, then add at least one spare table for registration, shared information or materials. Confirm the final exhibitor count before ordering furniture.
Bring signage for the entrance, registration point, toilets, refreshments and each booth. Print the exhibitor list and floor plan at least one working day before the fair so last-minute changes can still be made.
Check power needs before bringing coffee machines, kettles, laptops, a printer, microphone and speakers. Use extension cords and power strips only after confirming cable routes and keeping walkways clear.
For a half-day fair, allow roughly two drinks per visitor during the first two hours, then adjust for the expected attendance and event length. Keep hot drinks in thermos flasks as well as near the coffee machines.
Prepare serving supplies for the actual headcount, not just exhibitors: cups, glasses or mugs, plates, cutlery, serving spoons, trays and small bowls. Add a small buffer of about 10% so a missing or discarded item does not interrupt service.

Frequently asked questions

How many tables do I need for an information fair?: Start with one table or display area per confirmed organization, then add at least one registration table and one spare table for shared materials. Finalize the count when exhibitor confirmations close, ideally 5–7 days before the event.
How much coffee and tea should I buy for an information fair?: For the first two hours, plan about two drinks per visitor, with extra capacity for exhibitors and volunteers. Buy or bring the supplies at least 1–2 days before the fair, and keep hot drinks available in thermos flasks during busy periods.
What equipment needs to be checked before an information fair?: Check coffee machines, kettles, coolers, laptops, tablets, the printer, microphone and speakers, plus every extension cord and power strip. Test powered equipment at the venue no later than the day before the fair.
How many printed exhibitor lists and floor plans do I need?: Print one copy for each exhibitor, volunteer and registration point, then keep 10% extra for visitors and late changes. Print the final version at least one working day before opening, after the booth layout is confirmed.

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