What to buy for a miniature games fair

A miniature games fair needs more than display tables and miniatures. You need a clear registration point, safe power distribution, lighting for detailed displays, and practical supplies for demonstrations and refreshments. Shop for the visitor flow first: tables and chairs, signage, payment equipment, cable protection, and materials exhibitors can use at their booths. Confirm exhibitor numbers before buying disposable or perishable supplies, then check the room’s power and lighting a few days before the fair.

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What to bring

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

Furniture

Foldable tablesqty 16
Chairsqty 60
Registration desk
Coat racksqty 2
Waste binsqty 6
Table risersqty 20
Display casesqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Payment terminal
Cash box
Extension cordsqty 6
Power stripsqty 8
Cable matsqty 6
Flashlightsqty 2

Lighting

Work lightsqty 4

Tableware

Reusable cupsqty 80
Coffee mugsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Serving spoonsqty 6

Game materials

Play matsqty 12
Dice cupsqty 12
Measuring tapesqty 10
Mini risersqty 20
Demo area setsqty 8

Decorations

Tableclothsqty 16
Trade show bannerqty 2
Directional signsqty 12
Booth numbersqty 20
Name badgesqty 40
Poster puttyqty 4
Rolls of tapeqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 4

Cleaning

Mop set
Broom and dustpanqty 2
Microfiber clothsqty 12
Hand sanitizerqty 4
First aid kit

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Coffee milk - 6 packs
- Semi-skimmed milk - 8 liters
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Sirup waffles - 6 packs
- Butter cookies - 5 packs
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snacks - 4 bags
- Popcorn - 4 bags
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Mini bake-off rolls - 100 pieces
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Hummus - 6 tubs
- Butter - 4 tubs
- Lettuce - 6 heads
- Tomatoes - 3 kilos
- Cucumbers - 6 pieces
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Lemon juice - 2 bottles
- Salt - 1 tin
- Pepper - 1 can
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Paper napkins - 400 pieces

Tips

Allow one table per exhibitor booth, plus a separate registration desk and at least one table for each planned demonstration area. Add one spare table if the room allows it, because layouts often change during setup.
Plan roughly two to three drinks per visitor for the first hour, then one drink per additional hour. Chill drinks in coolers before doors open and keep reusable cups, coffee mugs, plates and cutlery together at the serving point.
Buy or bring at least one extension cord and power strip for every powered booth or demonstration zone, then cover walkways with cable mats. Do not wait until setup to discover that a display case or coffee machine is too far from an outlet.
Prepare one name badge for every exhibitor, organiser and volunteer, plus about 10% extra. Print the floor plan and signage before the event day so the registration desk is not relying on a phone or an untested printer.
For miniature demonstrations, provide one play mat, dice cup and measuring tape per active demo table, with at least one spare set. Pack tablecloths, table risers, mini risers and display cases together so detailed models are protected and visible during setup.

Frequently asked questions

What do I need to buy for a miniature games fair?: Plan for tables, chairs, a registration desk, signage, name badges, display equipment, demonstration materials, refreshments, payment equipment and waste bins. The exact quantity depends on exhibitor and visitor numbers, so confirm registrations before placing the final shopping order.
How many tables do I need for a miniature games fair?: Start with one table per exhibitor booth, then add tables for registration, refreshments and every demonstration area. Keep one spare table available where possible; a 10% allowance is useful when booth sizes or late exhibitors change the layout.
How much food and drink should I buy for a miniature games fair?: For drinks, allow two to three per person during the first hour and one per person for each additional hour. Order food after collecting dietary requirements, and keep roughly 10% extra portions if attendance is not fully confirmed.
How many demo sets and measuring tapes do I need?: Provide one demo area set, play mat, dice cup and measuring tape for each active demonstration table. Add at least one complete spare set, especially if several demonstrations run at the same time or equipment is shared between exhibitors.

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