What to buy for a maritime fair
A maritime fair needs more than counters and display materials. You also need a reliable mix of furniture, power supplies, registration equipment, catering items and clear information for exhibitors and visitors. Plan quantities from your expected attendance and the number of booths, then add a small reserve for breakages and last-minute changes. This shopping list helps you check practical details such as cooling, coffee service, cables, badges and printed materials before the fair opens.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Fair countersqty 3
- Standing tablesqty 24
- Folding chairsqty 80
- Bar stoolsqty 12
- Tableclothsqty 30
- Brochure racksqty 12
- Waste binsqty 10
Equipment
- Laptopsqty 3
- Tabletsqty 3
- Card machinesqty 3
- Extension cordsqty 12
- Power stripsqty 12
- USB chargersqty 8
- Power banksqty 6
- Handheld microphonesqty 2
- Presentation screensqty 2
- Laptop speakersqty 2
- Cable reelsqty 4
Tableware
- Reusable cupsqty 150
- Coffee cupsqty 100
- Platesqty 100
- Platesqty 120
- Cutlery setsqty 120
- Serving plattersqty 20
- Serving spoonsqty 20
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Thermos flasksqty 8
- Coolersqty 6
- Ice cube traysqty 8
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving traysqty 8
- Cooling matsqty 12
Decorations
- Maritime flagsqty 12
- Buntingqty 8
- Decorative ropesqty 6
- Ship wheel decorationsqty 4
- Anchor decorationsqty 6
- Table decorationsqty 24
- Stand number signsqty 30
- Information boardsqty 10
Lighting
- LED string lightsqty 10
- LED work lightsqty 8
- Battery lanternsqty 6
Cleaning
- Vacuum cleaner
- Broom setsqty 3
- Mopsqty 3
- Bucketsqty 3
- Microfiber clothsqty 20
- Cleaning glovesqty 12
Catering
- Groceries
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Herbal tea - 50 bags
- Cocoa powder - 1 pack
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Sparkling water - 12 bottles
- Ice cubes - 20 kilo
- Mini rolls - 250 pieces
- Whole grain bread - 8 loaves
- Croissants - 80 pieces
- Bread rolls - 100 pieces
- Tortilla wraps - 80 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Brie - 2 kilos
- Ham - 3 kilos
- Smoked chicken - 3 kilo
- Smoked salmon - 2 kilos
- Hummus - 2 kilos
- Egg salad - 2 kilo
- Cucumbers - 20 pieces
- Tomatoes - 4 kilos
- Lettuce - 10 heads
- Arugula - 1 kilo
- Bell peppers - 20 pieces
- Red onion - 2 kilos
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snack mix - 8 bags
- Cheese sticks - 6 packs
- Olives - 2 kilos
- Nut mix - 2 kilo
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Pesto sauce - 4 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Bread bags - 200 pieces
- Reusable name stickers - 250 pieces
Tips
- Allow one fair counter and one brochure rack per exhibitor unless a booth layout says otherwise. Add at least 10% extra printed brochures and information sheets so popular exhibitors do not run out early.
- Plan one chair per seated place and roughly one standing table for every 8 to 12 visitors in the networking area. Order tablecloths and waste bins for every food or drink station, not only for the main catering table.
- For registration and payments, prepare one laptop or tablet per active check-in point, plus one spare device. Bring at least one card machine per payment point, and test every charger, power strip and extension cord before loading the equipment.
- For the first hour, estimate two to three drinks per person, then one drink per person for each additional hour. Keep coffee machines, kettles, thermos flasks, reusable cups and coffee cups together, and arrange cooling and ice before the delivery window.
- Pack signage, name badges, exhibitor instructions and the final booth layout in separate labelled folders. Have printed materials delivered at least three working days before the fair so missing pages or incorrect contact details can still be corrected.
Frequently asked questions
- How many tables and chairs do I need for a maritime fair?
- Start with one counter or table per exhibitor, then add one standing table for every 8 to 12 visitors in shared areas. Provide one folding chair for each planned seated place, plus about 10% spare chairs for staff and last-minute needs.
- How much coffee and how many cups should I buy for a maritime fair?
- For a two- to three-hour fair, allow two cups of coffee per visitor, with an extra 10% reserve. Buy or bring at least one reusable cup or coffee cup per expected simultaneous user, then keep additional cups available for breakage and peak service.
- How early should I order printed materials for a maritime fair?
- Place the print order at least five working days before the fair and aim to receive everything three working days beforehand. This leaves time to check exhibitor names, contact details, programme pages, badges and signage.
- How many power strips and extension cords are needed at a maritime fair?
- Plan one power strip for each booth or workstation that uses more than one device, plus one spare for every 10 active stations. Bring cable reels for longer runs, label every cable and test the complete setup at least one day before opening.
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