What you need for an innovation fair

An innovation fair needs more than display tables and name badges. Exhibitors also need reliable screens, adapters, power access and clear signage, while visitors need a smooth registration point and places to sit. This shopping list covers the practical equipment, furniture and reusable tableware behind the plan. Check quantities against your exhibitor count and floor plan before ordering, especially for shared AV equipment, extension cords and charging points.

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What to bring

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

Furniture

Trade fair tablesqty 30
Chairsqty 80
Registration deskqty 2
Bar stoolsqty 8
Display wallsqty 24
Tableclothsqty 30
Waste binsqty 12

Equipment

Laptopsqty 4
Screensqty 8
Laptop locksqty 4
HDMI cablesqty 8
USB-C adaptersqty 8
Extension cordsqty 8
Power stripsqty 16
Charging stationsqty 4
Power banksqty 6
Presentation clickersqty 4
Laser pointersqty 4
Wi-Fi boostersqty 3
Handheld microphonesqty 2
Portable speakersqty 2
Mini Projectorsqty 2
Projection screensqty 2
Cable traysqty 20
Gaffer tapeqty 8
Laptop chargersqty 8

Tableware

Reusable coffee cupsqty 120
Reusable drinking glassesqty 200
Reusable platesqty 200
Reusable cutleryqty 220
Serving plattersqty 12
Serving spoonsqty 12
Coffee potsqty 6
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Coolersqty 6
Ice cubesqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 4
Kettlesqty 4
Coffee filtersqty 6
Cooling matsqty 6

Decorations

Company logo bannersqty 8
Plantsqty 20
Table décorqty 30
Directional signsqty 12
Booth numbersqty 30
Poster holdersqty 24
Adhesive stripsqty 12
Cable tiesqty 100
Scissorsqty 6
Staplersqty 4
Staplesqty 8
Markersqty 24
Pensqty 100
Clipboardsqty 10
Notepadsqty 30
Wristbandsqty 250
Badge holdersqty 250
Lanyardsqty 250
Presentation boardsqty 24

Lighting

LED work lightsqty 6
LED string lightsqty 8
Batteriesqty 40

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Hand broomsqty 4
Dustpan and brushqty 4
Glovesqty 12

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Milk - 20 liters
- Oat milk - 8 liters
- Semi-skimmed coffee creamer - 6 tubs
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Lemons - 3 kilos
- Still water - 80 bottles
- Sparkling 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 - 60 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Bubbles - 6 bottles
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Cherry tomatoes - 4 kilos
- Cucumbers - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 5 kilos
- Brie - 3 kilo
- Boiled ham - 3 kilos
- Chicken breast topping - 3 kilos
- Smoked salmon - 2 kilos
- Wholemeal bread - 18 loaves
- White bread - 12 loaves
- Mini rolls - 300 pieces
- Mini croissants - 200 pieces
- Gluten-free sandwich rolls - 30 pieces
- Vegan rolls - 40 pieces
- Butter - 2 kilos
- Margarine - 2 tubs
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Peanut butter - 2 jars
- Jam - 3 jars
- Olives - 3 kg
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Salt breadsticks - 8 packs
- Mixed nuts - 5 kilo
- Rice cakes - 8 packs
- Muesli bars - 150 pieces
- Cookies - 12 packs
- Brownies - 150 pieces
- Mini muffins - 150 pieces
- Herb cream cheese - 6 tubs
- Mozzarella - 2 kilos
- Pesto - 6 jars
- Wraps - 120 pieces
- Chickpeas - 12 cans
- Lentils - 8 cans
- Herb mix - 4 jars
- Salt - 1 kilo
- Pepper - 250 gram
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Lemon juice - 1 liter
- Ice cubes - 30 kilo
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwashing liquid - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Food containers - 30 pieces
- Allergen stickers - 200 pieces
- Diet labels - 100 pieces

Tips

Match one trade fair table, chair and tablecloth to each exhibitor stand, then add a small reserve for damaged or late-arriving items. Use the floor plan to confirm that display walls and waste bins do not block visitor routes.
Count laptop connections before the fair. For every laptop or screen setup, check whether you need an HDMI cable, USB-C adapter, laptop charger, power strip and extension cord; test the full combination before packing it.
Keep registration supplies separate from exhibitor packs. Set up the registration desk with printed badge details and spare badges, and place charging stations or power banks nearby so staff phones and laptops last through the event.
Treat demonstrations as timed sessions, not casual presentations. Reserve a presentation clicker, laser pointer, microphone and portable speaker for each scheduled setup, with at least one tested backup connection for shared screens or projectors.
Order reusable cups, glasses, plates and cutlery for the expected audience plus staff and exhibitors. Confirm dietary requirements before placing the catering order, and provide waste bins near catering and busy stand areas rather than only at the entrance.

Frequently asked questions

What equipment do I need for an innovation fair?: Plan for laptops, screens, HDMI cables, USB-C adapters, extension cords, power strips and laptop chargers. Add microphones, portable speakers, projectors or projection screens for demonstrations, and test every setup at least 1 day before the fair.
How many tables and chairs do I need for an innovation fair?: Start with 1 trade fair table and 1 chair per exhibitor stand, then check the floor plan for registration, catering and demonstration areas. Order the final quantity after exhibitor numbers are confirmed, ideally at least 1 week before the event.
What should I buy for innovation fair registration?: You need a registration desk, printed badge details, spare badges and a reliable laptop or other registration device. Prepare the desk and pack the badges 1 day before opening so late registrations can be handled without delaying entry.
How early should I order catering and printed materials for an innovation fair?: Place catering and print orders after registrations, dietary requirements and exhibitor information have been checked. A practical deadline is 7 days before the fair, with a final attendance and badge check 1 day before it starts.

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