What to buy for an innovation fair

An innovation fair needs more than tables and printed programs. Exhibitors need a clear booth setup, speakers need reliable presentation equipment, and visitors need quick registration, refreshments and visible directions. Use the planned exhibitor and visitor numbers to calculate quantities before shopping. Order catering and any hired equipment early, then buy consumables and check cables, chargers, badges and signs at least one week before the fair.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 120
High tablesqty 8
Table skirtsqty 24
Display wallsqty 16
Brochure racksqty 12
Bar stoolsqty 16

Tableware

Reusable glassesqty 150
Coffee cupsqty 120
Platesqty 120
Dessert platesqty 150
Forksqty 150
Coffee spoonsqty 120
Serving plattersqty 20
Serving tongsqty 12

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 2
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 16
USB chargersqty 8
Wireless microphonesqty 2
Microphone standsqty 2
Presentation clickersqty 2
Power banksqty 4

Lighting

LED lightsqty 8
Light standsqty 4

Decorations

Name badge holdersqty 30
Stand signsqty 16
Program postersqty 8
Wayfinding signsqty 12
Table décorqty 24
Plantsqty 12
Cable tiesqty 100
Painter's tapeqty 8
Double-sided tapeqty 6
Pensqty 60
Notepadsqty 60
Name badgesqty 150
Lanyardsqty 150
Clipboard foldersqty 6
Markersqty 24
Scissorsqty 8
Staplersqty 4
Staplesqty 8
Pen holdersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 20
Serving traysqty 8
Drink dispensersqty 4
Bottle openersqty 6

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Waste binsqty 10
Waste sorting binsqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Chocolate milk - 6 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Flat mineral water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 3 kilos
- Ice cubes - 12 kilo
- Mini quiches - 200 pieces
- Mini wraps - 150 pieces
- Vegetable fritters - 100 pieces
- Vegetarian samosas - 100 pieces
- Mini burgers - 100 pieces
- Chicken skewers - 100 pieces
- Falafel balls - 100 pieces
- Hummus - 8 tubs
- Cream cheese - 4 tubs
- Pesto dip - 4 jars
- Sweet chili sauce - 3 bottles
- Garlic sauce - 3 bottles
- Mustard - 2 bottles
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Mixed nuts - 4 kilos
- Olives - 3 jars
- Salty crackers - 8 packs
- Rice cakes - 6 packs
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Pears - 30 pieces
- Whole wheat baguettes - 12 pieces
- White baguettes - 8 pieces
- Gluten-free crackers - 4 packs
- Vegan wraps - 6 packs
- Vegan spread - 8 packs
- Slices of cheese - 6 kilos
- Turkey breast - 4 kilos
- Herb butter - 3 tubs
- Butter - 2 kilos
- Paper napkins - 800 pieces
- Wooden stirrers - 500 pieces
- Paper straws - 300 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Cleaning product - 4 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Hand sanitizer - 8 bottles

Tips

Plan one table and two chairs per exhibitor booth unless the booth layout specifies otherwise. Add high tables, stools, display walls or brochure racks only where the floor plan requires them.
For refreshments, allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Match reusable glasses, coffee cups, plates, forks and serving pieces to the confirmed catering headcount, with at least 10% extra.
Provide one laptop, presentation clicker and HDMI cable for each active presentation area, plus one tested spare laptop or adapter set. Test every projector, screen, microphone and cable together before the event.
Count one name badge holder and one stand sign for every registered exhibitor, speaker and volunteer. Print a small reserve—around 10%—for last-minute registrations, replacements and spelling corrections.
Check power by zone rather than buying extensions at random: allow a power strip and extension cord for each booth or presentation area that needs electricity, and keep USB chargers and power banks at registration or the volunteer desk.

Frequently asked questions

How many tables do I need for an innovation fair?: Start with one table per exhibitor booth, then add tables for registration, catering and any central information point. Confirm the booth layout before ordering and keep at least one spare table available for last-minute changes.
How much catering should I buy for an innovation fair?: For drinks, plan two to three per person during the first hour and one per person for every later hour. Order food from the confirmed registration count, including dietary requirements, and add about 10% extra for late arrivals and larger portions.
How many presentation cables and chargers are needed?: Provide one HDMI cable and one power connection for each presentation or booth that uses a laptop. Keep at least one spare HDMI cable, one spare charger and one power bank per presentation area, and test them at least one day beforehand.
When should I order equipment for an innovation fair?: Reserve projectors, screens, microphones, lighting and furniture as soon as the date and venue are confirmed, preferably several weeks ahead. Complete the final quantity check one week before the fair and test all technical equipment the day before.

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