What you need for a mobility fair

A mobility fair needs more than tables and brochures. You will need a registration point, clear exhibitor signage, reliable power for laptops and screens, and enough presentation and refreshment supplies for the full opening period. Count furniture and equipment by exhibitor space, then add a small reserve for damaged signs, missing cables or last-minute registrations. Use this list alongside your floor plan so every stand has what it needs before exhibitors arrive.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
High tablesqty 8
Registration desk
Brochure racksqty 6
Clothes racksqty 4

Equipment

Laptopsqty 3
Tabletsqty 3
Printersqty 2
Presentation screen
Laptop speakersqty 2
Extension cordsqty 12
Power stripsqty 10
Charging stationsqty 3
Cable reelsqty 3
Tool casesqty 2

Lighting

LED lampsqty 10
Desk lampsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Pliersqty 4
Scissorsqty 8
Cutting boardsqty 3
Knivesqty 4

Decorations

Tableclothsqty 18
Backdrop clothsqty 12
Buntingqty 10
Plantsqty 12
Directional signsqty 12
Name badge holdersqty 30
Clipboardsqty 20
Bollardsqty 12
Barrier tapeqty 4
Notice boardsqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Iced tea - 6 bottles
- Beer - 3 crates
- Alcohol-free beer - 2 crates
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 bags
- Rice cakes - 4 packs
- Salted crackers - 6 packs
- Wholegrain crackers - 4 packs
- Hummus - 8 tubs
- Cream cheese - 4 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Chicken breast slices - 1 kilo
- Vegetarian toppings - 1 kilo
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Wraps - 6 packs
- Butter - 500 grams
- Cucumbers - 10 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Oranges - 30 pieces
- Mini croissants - 100 pieces
- Mini muffins - 100 pieces
- Cookies - 8 packs
- Brownies - 80 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 600 pieces
- Coffee filters - 2 boxes
- Stirrers - 500 pieces
- Straws - 200 pieces
- Paper cups - 300 pieces
- Cardboard snack trays - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 4 rolls
- Pedal bin liners - 3 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Hand sanitizer - 4 bottles
- Bandages - 2 boxes
- Pens - 50 pieces
- Name stickers - 200 pieces
- Printer paper - 5 packs
- Ink cartridges - 4 sets
- Program brochures - 250 pieces
- Visitor badges - 250 pieces
- Exhibitor badges - 80 pieces
- Wristbands - 250 pieces
- Tape - 12 rolls
- Double-sided tape - 6 rolls
- Cable ties - 200 pieces
- Marker pens - 24 pieces
- Labels - 6 sheets

Tips

Allow one table, two chairs and one brochure rack per exhibitor space, then keep at least two spare chairs and one spare table available for changes on the day.
Prepare one laptop or tablet for registration and exhibitor check-in, plus a printer and a spare set of extension cords, power strips and cable reels for equipment that is not near a socket.
Provide one name badge for every registered exhibitor, speaker and organiser, and print the exhibitor list at least one working day before the fair so last-minute changes can be marked clearly.
For refreshments, count two coffee cups per visitor for a short morning fair and add matching glasses, plates, forks, knives and spoons for anything served with them. Keep coffee machines, kettles and thermos flasks in a separate service area.
Pack route signs, stand markers and presentation materials together by room or zone. Bring pliers and a tool case for setup, and check every screen, speaker, laptop and charging station before exhibitors begin unloading.

Frequently asked questions

How many tables do I need for a mobility fair?: Plan for at least one table per exhibitor stand, based on the final registration list and floor plan. Add one or two spare tables if the venue allows, because late registrations and shared presentation areas often need extra surface space.
How much seating should I provide at each mobility fair stand?: Start with two chairs per exhibitor space and add seating for any scheduled presentations separately. Keep at least two spare chairs available for exhibitors who bring an additional representative or for visitors who need to sit down.
How many extension cords and power strips are needed?: Give each stand with electronic equipment access to one extension cord and one power strip, then add roughly 10% spare capacity. Test cable reels, charging stations and presentation equipment before setup day rather than during opening.
When should I buy and pack supplies for a mobility fair?: Buy disposable serving supplies, batteries and basic setup materials at least 3 to 5 days before the fair. Pack signs, badges and printed exhibitor information no later than the previous working day, after registrations and dietary requirements have been checked.

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