What you need for an installation fair

An installation fair needs more than display space. You will need furniture for booths and visitors, presentation equipment, safe power distribution, refreshments and practical materials for exhibitors. Use the item list below to check what must be bought, hired or brought in before setup day. Pay particular attention to extension cords, cable trays, badge details, printed materials and chilled drinks, as these are easy to leave until the last minute.

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What to bring

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

Furniture

Display wallsqty 24
High tablesqty 12
Fair countersqty 8
Exhibition chairsqty 48
Visitor chairsqty 120
Foldable tablesqty 16
Tableclothsqty 24
Brochure racksqty 8
Bollardsqty 12

Equipment

Laptopsqty 4
Screensqty 4
Projector
Projection screen
Sound system
Wireless microphonesqty 2
Presentation clickerqty 2
Extension cordsqty 12
Power stripsqty 16
Cable traysqty 20
Charging stationsqty 2
Refrigeratorsqty 3
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 6
Hand trucksqty 2

Tableware

Coffee cupsqty 180
Glassesqty 240
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee spoonsqty 60

Decorations

Trade show bannersqty 12
Plantsqty 16
Flagsqty 8
Directional signsqty 12
Booth numbersqty 24
Decorative lightingqty 8

Lighting

LED spotlightsqty 24
Work lightsqty 6

Catering

Coolersqty 6
Water dispensersqty 3
Coffee potsqty 6
Teapotsqty 3
Napkin holdersqty 12
Buffet traysqty 12
Drink dispensersqty 4
Ice containersqty 4
Thermos flasksqty 6
Groceries
- Coffee beans - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 4 packs
- Sweetener - 2 boxes
- Semi-skimmed milk - 16 liters
- Oat milk - 8 liters
- Coffee cream - 4 bottles
- Lemon juice - 2 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Beer - 48 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Nut mix - 6 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Cheese cubes - 5 kilogram
- Grapes - 5 kilograms
- Apples - 80 pieces
- Mini wraps - 180 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Smoked chicken - 3 kilograms
- Sliced cheese - 3 kilogram
- Cucumber - 12 pieces
- Tomatoes - 6 kilograms
- Mixed lettuce - 12 bags
- Herb butter - 8 tubs
- Baguettes - 20 pieces
- Butter - 3 kilograms
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Salt - 2 packs
- Pepper - 2 jars
- Olive oil - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Hand sanitizer - 8 bottles
- Sponges - 12 pieces
- Cleaning wipes - 24 pieces

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Waste binsqty 12
Hand soap dispensersqty 6

Registration

Desk pensqty 30
Badge holdersqty 220
Lanyardsqty 220
Adhesive badgesqty 250
Registration foldersqty 6
Clipboard foldersqty 6
Wristbandsqty 250

Print materials

Program flyersqty 250
Floor plansqty 250
Exhibitor badgesqty 30
Name badgesqty 40
Presentation boardsqty 12
A4 paperqty 2
Printer inkqty 4

Safety

Cable markersqty 100
Marking tapeqty 12
Work glovesqty 12
Safety vestsqty 8

Tools

Cordless drill driversqty 2
Screwdriver setsqty 2
Allen key setsqty 2
Cable tiesqty 300
Duct tapeqty 8
Measuring tapesqty 3

Tips

Plan one booth counter, display area and seating arrangement for each exhibitor before ordering furniture. Add extra foldable tables and chairs only after checking the final exhibitor list and floor plan.
Allow at least one laptop, screen or presentation setup for every scheduled demonstration, then check presentations before the fair. Reserve a projector, projection screen, clicker and wireless microphones if speakers are sharing one central programme.
Do a power check several days before setup. Count extension cords and power strips by booth and presentation area, and use cable trays wherever visitor routes cross a cable.
Order catering only after collecting dietary requirements. Have coffee machines or kettles, thermos flasks, cups, glasses, plates, cutlery and serving platters ready before exhibitors and visitors arrive.
Finish badges, signage and printed materials at least 2–3 working days before the fair. Keep a small buffer of blank badge stock and bring a hand truck for moving display walls, counters and catering supplies.

Frequently asked questions

How many chairs do I need for an installation fair?: Start with the number of confirmed exhibitors and planned visitor seating, then assign chairs from the floor plan. For a presentation area, count every seat plus at least 5 spare chairs so late arrivals do not disrupt the room.
How much coffee and water should I buy for an installation fair?: For the first hour, allow roughly 2–3 drinks per person, then 1–2 drinks per person for each additional hour. Add extra cups, glasses and chilled drinks for exhibitors who arrive before opening.
When should I order installation fair catering?: Confirm the catering order after registrations and dietary requirements have been collected, preferably at least 5 working days before the fair. Recheck the final headcount and dietary notes 1–2 days before delivery.
What AV equipment is needed for an installation fair?: For each presentation setup, plan a laptop, screen or projector, presentation clicker and the required cables. Test every presentation and microphone at least 1 day before the event, and keep a spare power strip available.

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