What you need for an information fair

An information fair needs more than tables and leaflets. You will need a clear registration point, enough seating for visitors, presentation equipment, refreshments and practical signs to guide people through the room. Check quantities against your expected visitor count and the number of exhibitors. Arrange specialist equipment and printed materials early, because replacement cables, name badges and accessible signage are often forgotten until setup day.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Bar stoolsqty 6
Registration desk
Coat rackqty 2
Clothes hangersqty 80
Bollardsqty 6
High tablesqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8
Small bowlsqty 12
Coffee potsqty 3
Teapotsqty 2

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Mixer
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Power stripsqty 8
Cable reelsqty 4
Extension cordsqty 8
USB sticksqty 2
Walkie-talkiesqty 4
Charging stationsqty 2
Mobile phoneqty 2

Presentation

Presentation boardsqty 12
Flip chartsqty 2
Flipchart padsqty 4
Markersqty 24
Whiteboard
Whiteboard markersqty 8
Pensqty 50
Sticky tackqty 6
Writing foldersqty 20
Clipboardsqty 10

Registration

Name badge holdersqty 120
Badge clipsqty 120
Registration formsqty 150
Program flyersqty 150
Information foldersqty 120
Markersqty 20
Cash box
Clipboard foldersqty 4

Decorations

Tableclothsqty 18
Buntingqty 6
Flower arrangementsqty 6
Decorative lampsqty 8
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 8
Cable tiesqty 100
Ropeqty 2
Scissorsqty 6
Directional signsqty 12
Booth numbersqty 18

Lighting

LED work lightsqty 4
LED string lightsqty 6
Spare batteriesqty 24

Cleaning

Waste binsqty 8
Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Lemon slices - 4 lemons
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Multifruit juice - 4 packs
- Iced tea - 4 bottles
- Lemonade syrup - 2 bottles
- Ice cubes - 8 bags
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini rolls - 150 pieces
- Butter - 4 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilograms
- Turkey breast - 2 kilograms
- Vegetarian spread - 8 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Lettuce - 6 heads
- Grapes - 6 kilograms
- Apples - 100 pieces
- Bananas - 60 pieces
- Mandarins - 80 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Wholegrain crackers - 8 packs
- Rice cakes - 6 packs
- Mixed nuts - 4 kilograms
- Raisins - 2 kilograms
- Cookies - 10 packs
- Vegan cookies - 4 packs
- Gluten-free crackers - 4 packs
- Mini muffins - 150 pieces
- Vegan muffins - 30 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 3 jars
- Salt - 1 pack
- Pepper - 1 grinder
- Olive oil - 1 bottle
- Herb butter - 3 tubs
- Napkins - 500 pieces
- Paper snack trays - 200 pieces
- Wooden stirrers - 250 pieces
- Teaspoons - 150 pieces
- Coffee filters - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Trash bags - 50 pieces
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 8 packs
- Freezer bags - 2 boxes

Tips

Plan one registration desk, one laptop and a printed participant list for check-in. Bring spare name badges, pens and at least one USB stick in case a presentation file cannot be opened.
Allow roughly one table and two chairs per exhibitor unless exhibitors have requested a different setup. Add bar stools or high tables only where people need short conversations rather than seated meetings.
For a half-day fair, provide about two cups of coffee or tea per visitor, plus extra cups, glasses, plates, cutlery and serving trays. Keep coffee pots, teapots, kettles and coffee machines close to the catering area.
Match the projector, projection screen, laptop, speakers and wireless microphones before the event. Pack power strips, extension cords and cable reels, and test every presentation from the actual pitch locations.
Print route signs, market maps, program sheets and name badges at least two working days before opening. Bring bollards, coat racks and clothes hangers if visitors need help finding the entrance or storing coats.

Frequently asked questions

What should I buy for an information fair?: Start with furniture for exhibitors and visitors, a registration desk, printed signs and name badges, catering tableware, and presentation equipment. The exact quantity depends on visitor numbers and exhibitor count, but allow one table and two chairs per exhibitor as a starting point.
How many tables and chairs do I need for an information fair?: Plan one table per exhibitor and two chairs per table unless the pitch is designed for standing conversations. Add a registration desk, visitor seating and high tables separately; do not assume exhibitor furniture will cover those areas.
How much coffee do I need for an information fair?: For a half-day event, budget around two cups of coffee or tea per visitor, then add 10% for speakers, exhibitors and refills. Provide extra cups, milk or other accompaniments, plates and serving trays so the catering point does not run short.
When should I print information fair signs and badges?: Print the program, participant list, route signs and name badges at least two working days before the fair. Keep a small set of blank badges and spare directional signs for late registrations or last-minute pitch changes.

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