What you need for an Infrastructure Fair

An Infrastructure Fair needs more than exhibitor booths and tables. You also need a reliable registration point, clear stand numbering, enough power and charging equipment, and supplies for deliveries and storage. This shopping list covers the physical setup, visitor guidance and basic event technology. Use the exhibitor count and booth layout to adjust quantities before ordering, especially for chairs, screens, extension cords and printed materials.

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What to bring

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

Furniture

Trade show boothsqty 20
Standing tablesqty 20
Bistro tablesqty 12
Registration tablesqty 2
Chairsqty 80
Stoolsqty 40
Clothes racksqty 4
Waste binsqty 12
Storage binsqty 10

Equipment

Laptopsqty 4
Tabletsqty 4
Printersqty 2
Screensqty 6
Extension cordsqty 12
Power stripsqty 20
HDMI cablesqty 8
Charging cablesqty 12
Wi-Fi routersqty 3
Walkie-talkiesqty 8
Power banksqty 6

Lighting

LED work lightsqty 8
String lightsqty 6

Decorations

Welcome bannersqty 2
Stand signsqty 20
Booth number cardsqty 20
Signage boardsqty 12
Directional signsqty 10
Tableclothsqty 24
Brochure holdersqty 24
Cable traysqty 20
Cable tiesqty 200
Heavy-duty tapeqty 12
Double-sided tapeqty 8

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Pliersqty 8
Measuring cupsqty 4

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Cleaning cartsqty 2
Hand soap dispensersqty 8
Towel dispensersqty 8
Microfiber clothsqty 30
Nitrile glovesqty 200

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea bag assortment - 250 pieces
- Herbal tea - 50 bags
- Sugar sticks - 300 pieces
- Sweeteners - 200 pieces
- Coffee creamer - 8 liters
- Oat milk - 6 liters
- Semi-skimmed milk - 6 liters
- Still mineral water - 80 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 bags
- Mini quiches - 240 pieces
- Mini wraps - 240 pieces
- Filled puff pastry snacks - 240 pieces
- Mini cheese sandwiches - 160 pieces
- Mini ham sandwiches - 160 pieces
- Vegetarian mini sandwiches - 160 pieces
- Vegan mini sandwiches - 80 pieces
- Hummus - 12 tubs
- Tzatziki - 8 containers
- Olives - 8 jars
- Cucumber - 12 pieces
- Cherry tomatoes - 8 trays
- Grapes - 8 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salty snacks - 10 bags
- Mixed nuts - 8 bags
- Cookies - 12 packs
- Brownies - 160 pieces
- Gluten-free cookies - 6 packs
- Vegan cookies - 6 packs
- Halal chicken bites - 120 pieces
- Vegetarian samosas - 120 pieces
- Vegan spring rolls - 120 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Paper stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Large trash bags - 100 pieces
- Small trash bags - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Sponges - 20 pieces
- Scouring sponges - 12 pieces
- Paper towels - 12 packs
- Hand sanitizer - 8 bottles
- Tissues - 12 packs
- Allergen labels - 2 packs
- Food gloves - 200 pieces
- Storage containers - 30 pieces

Tips

Allow one registration table for every 150 to 200 expected visitors, with at least one laptop or tablet per active check-in point. Keep spare charging cables and a power bank at registration.
Plan seating from the programme rather than the floor area: provide one chair per seated attendee and add 5 to 10% extra for late arrivals or damaged chairs. Use stools or standing tables where exhibitors need quick conversations.
Count power points by stand before shopping. A practical starting point is one extension cord and one power strip per booth using equipment, plus at least 20% spare capacity for laptops, screens and chargers.
Prepare signage in three layers: the welcome banner at the entrance, directional signs at every decision point, and booth number cards visible from the aisle. Print the final exhibitor list only after reservations are confirmed.
Keep cable trays, storage bins and waste bins in the delivery plan, not as last-minute purchases. Arrange them before setup day so the loading area stays clear and cables do not cross visitor walkways.

Frequently asked questions

How many chairs do I need for an Infrastructure Fair?: Start with one chair for each planned seated attendee and add 5 to 10% extra. Exhibitor booths may need stools or chairs separately, so include those in the booth layout rather than using the visitor count alone.
How many tables are needed for an Infrastructure Fair?: Use one registration table per 150 to 200 expected visitors, then add the tables required by the confirmed booth layout. Reserve separate standing or bistro tables for networking if the programme includes breaks or informal meetings.
How much power equipment should I buy for an Infrastructure Fair?: Count every booth, registration point and screen that needs electricity. Provide at least one extension cord and one power strip for each equipment-using booth, then keep 20% extra cables and charging capacity available.
When should I order supplies for an Infrastructure Fair?: Order furniture, booths, screens and power equipment as soon as the booth layout and exhibitor reservations are confirmed. Finalise printed signs, programmes and badges after registrations close, ideally at least 3 to 5 working days before the fair.

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