What you need for an IT fair

An IT fair needs more than booths and laptops. Exhibitors need counters, display space and reliable power, while speakers need presentation equipment that is tested before doors open. Plan networking supplies separately from presentation technology: routers, switches and cables are easy to overlook until setup begins. This shopping list covers the main furniture, equipment, lighting and tableware needed to prepare the venue for exhibitors, speakers, volunteers and visitors.

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What to bring

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

Furniture

Fair countersqty 4
Standing tablesqty 24
Bistro tablesqty 12
Chairsqty 180
Stoolsqty 24
Display wallsqty 24
Clothes racksqty 4

Equipment

Laptopsqty 12
Screensqty 12
Projectorsqty 2
Projection screensqty 2
Presentation laptopsqty 2
Laser pointersqty 3
Wi-Fi routersqty 3
Network Switchesqty 4
Network cablesqty 30
Power stripsqty 30
Extension cordsqty 20
USB sticksqty 20
Webcamsqty 4
Presentation microphonesqty 2
Wireless miceqty 12
Keyboardsqty 12
Cable tiesqty 200
Gaffer tapeqty 8

Lighting

LED work lightsqty 8
Standing lampsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Storage binsqty 12

Catering

Coffee urnsqty 2
Buffet traysqty 12
Drink dispensersqty 4
Cooling racksqty 6
Groceries
- Coffee beans - 6 packs
- Tea bags - 8 boxes
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilograms
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 4 packs
- Lemon slices - 2 kilograms
- Still water - 12 crates
- Sparkling water - 8 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 6 bottles
- Baguettes - 45 pieces
- Whole wheat bread - 12 loaves
- Mini wraps - 240 pieces
- Cream cheese - 4 kilograms
- Young cheese - 5 kilogram
- Brie - 3 kilograms
- Smoked chicken breast - 4 kilograms
- Cooked ham - 4 kilograms
- Hummus - 4 kilograms
- Avocado spread - 3 kilogram
- Tomatoes - 5 kilograms
- Cucumbers - 4 kilogram
- Arugula - 2 kilogram
- Mixed lettuce - 4 kilograms
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Olives - 3 kilograms
- Sun-dried tomatoes - 2 kilogram
- Egg salad - 3 kilograms
- Chicken salad - 3 kilograms
- Pasta salad - 8 kilograms
- Potato salad - 6 kilogram
- Quinoa salad - 4 kilograms
- Lentil salad - 4 kilograms
- Vegan falafel - 4 kilograms
- Herb butter - 3 kilograms
- Mayonnaise - 2 liter
- Mustard - 2 bottles
- Pesto - 2 kilograms
- Balsamic dressing - 2 liters
- Olive oil - 2 liters
- Salt - 1 kilogram
- Pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Cherry tomatoes - 3 kilograms
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Oranges - 6 kilograms
- Blueberries - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Mixed nuts - 4 kilograms
- Rice cakes - 6 packs
- Cookies - 8 packs
- Brownies - 180 pieces
- Mini muffins - 180 pieces
- Chocolate bars - 120 pieces
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Small trash bags - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 12 packs
- Hand soap - 8 bottles
- Hand sanitizer - 12 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Diet labels - 200 pieces

Decorations

Trade show bannersqty 12
Directional signsqty 16
Name badge holdersqty 220
Tableclothsqty 30
Wristbandsqty 220
Badge holdersqty 220
Plantsqty 12

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Waste binsqty 12
Microfiber clothsqty 20
Cleaning glovesqty 12

Tips

Plan one fair counter or display area per exhibitor, then add a small number of standing or bistro tables for conversations and registration. Order extra chairs and stools if exhibitors will demonstrate products for long periods.
Match each presentation area with a presentation laptop, screen or projector, projection screen, microphone and laser pointer. Test every laptop, video connection and microphone at least 2 hours before opening.
For the network, bring at least one Wi-Fi router, one network switch for each wired section, and spare network cables. Pack power strips and extension cords separately so they are available during booth setup, not stored with general supplies.
Pack cable ties and gaffer tape with the technical equipment. Use them to secure network, projector and power cables before visitors arrive; keep spare USB sticks and wireless mice at the registration or speaker desk.
Count cups, glasses and plates for the expected attendance plus at least 10% spare. Add LED work lights and standing lamps if booth areas or presentation spaces are not evenly lit during setup.

Frequently asked questions

What equipment do I need for an IT fair?: Plan laptops, screens or projectors, presentation laptops, microphones, laser pointers and wireless mice for demonstrations and talks. For connectivity, allow at least one Wi-Fi router and one network switch per wired section, plus spare cables, power strips and extension cords.
How many chairs and tables do I need for an IT fair?: Start with one counter or display area per exhibitor and provide seating for scheduled talks and registration. Add around 10% extra chairs, stools and tables so late changes or longer demonstrations do not leave people standing.
How early should I set up the technology for an IT fair?: Begin technical setup at least 2 hours before the venue opens. Test each presentation laptop, projector or screen, microphone, network connection and power run, then keep spare cables and USB sticks at the help desk.
How much tableware should I buy for an IT fair?: Allow one cup, glass and plate per person for each planned catering service, then add 10% spare. Order extra if food or drinks will be available throughout the day rather than at one scheduled break.

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