What to buy for a mineral fair

A mineral fair needs more than tables and specimen trays. You need secure display equipment, good lighting, labels, payment supplies and clear information for visitors and exhibitors. Buy or reserve fragile-item protection early, especially glass lids, display cases and acrylic stands. Check the hall’s power supply before purchasing extension cords, power strips and lamps, then shop with your final exhibitor and visitor numbers in hand.

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What to bring

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

Furniture

Tablesqty 28
Chairsqty 36
Registration desk
Catering tableqty 2
Stoolsqty 8

Display

Display casesqty 8
Glass display lidsqty 12
Acrylic standsqty 40
Display binsqty 24
Magnifying glassesqty 12
UV lampsqty 4
Display wallsqty 12
Tableclothsqty 28
Price holdersqty 80
Small storage boxesqty 30

Equipment

Card machinesqty 2
Cash boxesqty 2
Cash registersqty 2
Label printers
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Power stripsqty 8
Extension cordsqty 12
Cable matsqty 12

Lighting

LED spotlightsqty 12
Desk lampsqty 16
Flashlightsqty 4

Visitor materials

Visitor badgesqty 250
Floor plansqty 250
Program flyersqty 250
Pensqty 20
Clipboard foldersqty 4
Clipboardsqty 4
Directional signsqty 16
Table signsqty 24

Safety

First aid kitsqty 2
Flashlights for emergenciesqty 2
Non-slip matsqty 8
Bollardsqty 8

Cleaning

Waste binsqty 10
Cleaning bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12
Toilet brushesqty 3

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Tea glassesqty 40
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Water jugsqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea bags - 2 boxes
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Coffee creamers - 1 box
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Pretzels - 3 bags
- Mini cookies - 5 packs
- Butter cookies - 4 packs
- Muesli bars - 3 boxes
- Apples - 4 kilograms
- Bananas - 3 kilograms
- Grapes - 2 kilogram
- Lemons - 1 kilogram
- Ketchup - 1 bottle
- Mayonnaise - 1 bottle
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Hand soap - 6 bottles
- Disinfectant spray - 3 bottles
- Sponges - 6 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Allergen stickers - 2 sets

Tips

Plan one display surface for each confirmed stall, then add at least 10% extra tablecloths, price holders and small storage boxes for replacements or last-minute changes.
Provide one magnifying glass per busy viewing area and check UV lamps and LED spotlights at least 48 hours before opening; unusual minerals are difficult to inspect under weak lighting.
Bring payment supplies for both methods: test every card machine 24 hours beforehand and prepare enough cash and change for the first two hours of admissions and sales.
Protect walkways and cables before exhibitors arrive. Count extension cords, power strips and cable mats by room rather than buying one shared pile that creates a late setup bottleneck.
Prepare visitor badges, floor plans and stall signs at least one day early. Keep spare copies at the registration desk because printed information is often misplaced during opening setup.

Frequently asked questions

What do I need for a mineral fair display?: For each stall, plan a table, tablecloth, price holders and suitable display bins or cases. Add glass display lids or acrylic stands for fragile and valuable specimens, plus small storage boxes for labels, tools and stock.
How many tables do I need for a mineral fair?: Start with one table per confirmed exhibitor pitch, then add at least 10% spare capacity if the hall allows it. Keep separate tables for registration and catering rather than taking them from exhibitor spaces on the day.
How much lighting is needed at a mineral fair?: Give every display area a usable light source and add focused LED spotlights or desk lamps where specimens are viewed closely. Test the setup 24 to 48 hours before opening, including UV lamps, and bring flashlights as backup.
When should I buy supplies for a mineral fair?: Buy printed materials, labels and visitor badges at least 7 days before the fair. Reserve display cases, glass lids, lighting and electrical equipment as soon as exhibitor numbers are known, ideally 2 to 4 weeks in advance.

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