What to buy for a logistics trade fair

A logistics trade fair needs more than booths and printed materials. You need enough counters, seating, screens, power access, serving items and clear signage to keep exhibitors and visitors moving. Plan quantities from the exhibitor list and expected visitor registrations, then add a small buffer for damaged items and last-minute needs. This checklist covers the physical supplies to buy or bring, while the separate event plan handles setup and coordination.

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What to bring

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

Furniture

Fair countersqty 4
Tablesqty 36
Chairsqty 120
Display wallsqty 30
Bar stoolsqty 12
Clothes racksqty 6

Tableware

Coffee cupsqty 150
Glassesqty 200
Platesqty 180
Cutlery setsqty 180
Serving traysqty 20

Equipment

Laptopsqty 4
Tabletsqty 4
Screensqty 8
Projector
Projector screen
Extension cordsqty 20
Power stripsqty 20
Charging stationsqty 4
Walkie-talkiesqty 8
Handheld microphone
Speakersqty 2
Power banksqty 8

Decorations

Trade fair bannersqty 8
Plantsqty 12
Tableclothsqty 36
Directional signsqty 12
Info panelsqty 6

Lighting

LED spotlightsqty 16
Light Stripsqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving spoonsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Food warmersqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Waste binsqty 12

Catering

Groceries
- Coffee - 8 packs
- Tea - 6 boxes
- Sugar - 3 kilograms
- Sweetener - 2 boxes
- Milk - 20 liters
- Oat milk - 8 liters
- Lemon slices - 4 nets
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 6 crates
- Beer - 8 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilograms
- Mini rolls - 300 pieces
- Wholegrain rolls - 100 pieces
- Sliced cheese - 5 kilograms
- Ham Slices - 4 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 2 jars
- Jam - 3 jars
- Butter - 2 kilograms
- Lettuce - 3 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Peppers - 3 kilograms
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Mini croissants - 200 pieces
- Mini muffins - 200 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 4 kilogram
- Olives - 3 kilograms
- Mini spring rolls - 250 pieces
- Mini meatballs - 250 pieces
- Vegetarian snacks - 250 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Cocktail sauce - 2 bottles
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls

Registration

Name badgesqty 350
Badge holdersqty 350
Lanyardsqty 350
Adhesive labelsqty 500
Desk pensqty 20
Clipboardsqty 8

Print materials

Visitor mapsqty 350
Program leafletsqty 350
Exhibitor foldersqty 40
Trade show stickersqty 100
Arrow stickersqty 40
Notepadsqty 350
Ballpoint pensqty 400

Safety

Cable matsqty 20
Warning signsqty 8
Flashlightsqty 6
Work glovesqty 12

Transport

Transport cartsqty 4
Roll containersqty 6
Ratchet strapsqty 12

Tips

Plan one fair counter, booth number and basic information area for each exhibitor space. Add at least 10% extra printed directional signs, maps and name badges so replacements are available during the event.
Allow roughly one chair per seated visitor and one bar stool per counter or high table. For catering, count one plate, cup, glass and cutlery set per expected guest, then add 10% for replacements and catering staff.
Give every active presentation or registration point a power strip and extension cord, with one charging station for every 8–10 devices. Check cable lengths before delivery so screens, laptops, tablets and the projector can reach the nearest socket safely.
Use at least one directional sign at each entrance, registration point and major junction. Keep booth numbers, maps, info panels and trade fair banners ready before exhibitors arrive; missing signage is difficult to fix once visitors are inside.
Prepare a dedicated technical box with spare power banks, charging cables, batteries and tape, even when the main equipment is already listed. Chill drinks at least 4 hours before opening and bring serving trays so the bar or catering point can work without delays.

Frequently asked questions

How many chairs do I need for a logistics trade fair?: Start with one chair for each planned seated place and add 10% extra. For example, 80 planned seats means preparing 88 chairs, especially if exhibitors may use chairs at their booths.
How many name badges and wristbands should I buy?: Prepare one badge and wristband for every confirmed exhibitor, staff member and expected visitor, then add 10% spare stock. For 300 registered people, that means at least 330 of each item.
How many power strips and extension cords are needed for a trade fair?: Provide at least one power strip and one extension cord for each technology-heavy booth or registration point, plus 10% spare capacity. A fair with 20 such points therefore needs at least 22 of each.
When should drinks and catering supplies be ready?: Confirm the catering order at least 7 days before the fair and check quantities again 48 hours beforehand. Chill drinks at least 4 hours before opening, and set out cups, glasses, plates and cutlery before exhibitors and visitors arrive.

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