What to buy for a machine construction trade fair

A machine construction trade fair needs more than display tables and a few demo machines. You need a reliable setup for exhibitors, working demonstrations, visitor registration, presentations, catering and safe cable routing. Use this shopping list to check the items that are easy to overlook, especially adapters, cable mats, spare printing supplies and equipment for moving heavy cases. Buy or reserve key equipment several days before the fair, then chill drinks and stage consumables before exhibitors arrive.

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What to bring

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

Furniture

Display wallsqty 20
Display tablesqty 20
Trade fair tablesqty 8
Chairsqty 80
Bar stoolsqty 12
Registration deskqty 2
Buffet tablesqty 4
Waste binsqty 12
Clothes racksqty 2
Transport cartsqty 4

Equipment

Laptopsqty 4
Tabletsqty 4
Printersqty 2
Screensqty 6
Projectorsqty 2
Projection screensqty 2
Portable speakersqty 2
Microphonesqty 2
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 20
Power stripsqty 20
Cable matsqty 20
USB sticksqty 10
Demo machinesqty 4
Tool casesqty 4
Safety barriersqty 12

Lighting

LED floor lampsqty 20
Desk lampsqty 8

Decorations

Company bannersqty 12
Roll-up bannersqty 10
Stand number signsqty 20
Signage boardsqty 16
Program postersqty 10
Information leafletsqty 500
Display racksqty 10

Tableware

Coffee cupsqty 120
Drinking glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Small bowlsqty 20
Cooling racksqty 4
Food containersqty 12
Food warmersqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 6
Vacuum cleanersqty 2
Hand broomsqty 4
Cleaning glovesqty 12
Toilet brushesqty 4

Catering

Groceries
- Coffee beans - 8 packs
- Black tea - 6 boxes
- Herbal tea - 3 boxes
- Cocoa powder - 2 packs
- Sugar sticks - 500 pieces
- Milk - 20 liters
- Oat milk - 8 liters
- Lemon juice - 2 bottles
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 40 bottles
- Coca-Cola Zero - 40 bottles
- Orange soda - 24 bottles
- Ice tea - 24 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Bubbles - 6 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snacks - 8 bags
- Savory nuts - 8 bags
- Olives - 6 jars
- Toast - 12 packs
- Crackers - 10 packs
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 5 kilogram
- Brie - 3 kilograms
- Smoked chicken - 2 kilograms
- Vegetarian spread - 8 tubs
- Cucumbers - 20 pieces
- Cherry tomatoes - 6 kilograms
- Carrots - 4 kilograms
- Bell peppers - 30 pieces
- Grapes - 8 kilograms
- Apples - 80 pieces
- Pears - 60 pieces
- Bananas - 60 pieces
- Mini sandwiches - 350 pieces
- Wraps - 150 pieces
- Vegetarian wraps - 100 pieces
- Mini quiches - 180 pieces
- Vegetarian mini quiches - 100 pieces
- Bitterballen - 250 pieces
- Vegetarian snacks - 150 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 3 jars
- Sambal - 2 jars
- Olive oil - 2 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Napkins - 1000 pieces
- Paper coffee cups - 500 pieces
- Wooden stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Plastic gloves - 500 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Paper towels - 12 packs
- Air freshener - 6 spray cans
- Labels - 500 pieces
- Ballpoint pens - 50 pieces
- Permanent markers - 20 pieces

Tips

Plan at least one registration desk with a laptop or tablet, printer and spare USB sticks. Keep printed participant lists and sorted badges ready as a backup if the registration system or Wi-Fi fails.
Allow roughly one display table and one seating arrangement per booth, then add at least 10% extra chairs for talks, visitors and last-minute exhibitors. Bar stools work well where demonstrations need a clear standing view.
For each demo machine, prepare a tool case, safety barriers and clearly marked cable routes. Buy or reserve cable mats before setup day; extension cords lying across walkways create a trip hazard.
Count power points by booth and add one power strip plus a suitable extension cord for each active demo or presentation area. Keep spare adapters and USB sticks together at the registration desk instead of leaving them in separate equipment cases.
Order catering against the confirmed registration numbers, but keep a small buffer for walk-ins and exhibitors. Chill drinks before doors open and place coffee machines, kettles and coolers where queues do not block the entrance or demo areas.

Frequently asked questions

What equipment do I need for a machine construction trade fair?: Plan for display walls, display or trade fair tables, chairs, a registration desk, laptops or tablets, printers, screens and presentation equipment. Add demo machines, tool cases, safety barriers, transport carts and cable mats where exhibitors will demonstrate machinery.
How many chairs should I buy for a trade fair?: Start with one chair per planned seated place and add about 10% for talks, visitors and changes at the booths. If the schedule includes presentations, count those seats separately rather than taking chairs away from exhibitor areas.
How early should I order trade fair equipment?: Order or reserve furniture, demo machines, screens, projectors and audio equipment at least 1 to 2 weeks before the fair. Check technical requirements several days before setup so missing cables, power strips or adapters can still be replaced.
What should I bring for machine demonstrations?: Bring the demo machines, matching tool cases, safety barriers, extension cords, power strips and cable mats. Pack spare USB sticks and any presentation files at least one day before the event, and test every machine and screen during setup.

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