What to buy for a model exhibition

A model exhibition needs more than tables and display cases. You also need a clear way to protect models, label every stand, manage cables and guide visitors around the floor plan. Buy or borrow the exhibition equipment early, especially display cases, acrylic sheets, model stands and protective covers. Print badges, stand numbers, programme flyers and information signs only after registrations and exhibitor assignments are confirmed.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 45
Bar stoolsqty 6
Foldable tablesqty 4
Tableclothsqty 24
High tablesqty 4

Equipment

Laptopqty 2
Printer
Payment terminal
Cash drawer
Speakersqty 2
Microphone
Extension cordsqty 10
Power stripsqty 12
USB sticksqty 4
Paper shredder

Lighting

LED work lightsqty 8
Table lampsqty 12
String lightsqty 6
Cable matsqty 10

Exhibition

Display casesqty 6
Model standsqty 30
Barrier fencesqty 12
Acrylic sheetsqty 20
Model protective coversqty 20
Turntablesqty 8
Diorama boardsqty 20
Race numbersqty 40
Information signsqty 40
Rope barrierqty 8

Registration

Clipboardsqty 6
Name badgesqty 80
Wristbandsqty 250
Clipboard boardsqty 4
Pen setsqty 10
Cash box
Stampqty 2
Lanyardsqty 30

Decorations

Balloonsqty 100
Buntingqty 8
Directional signsqty 20
Roll-up bannersqty 3
Sticky tackqty 6
Painter's tapeqty 10
Double-sided tapeqty 6
Cable tiesqty 200

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving bowlsqty 12
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 6
Pitcherqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Serving spoonsqty 6
Bottle openersqty 3
Washing-up tubsqty 3
Thermos cupsqty 4

Cleaning

Broom setsqty 3
Floor mopsqty 3
Bucketsqty 4
Dustpan and brushqty 3
Cleaning cart
Microfiber clothsqty 20
Hand broomsqty 4

Safety

Cable rampsqty 8
Non-slip matsqty 12
Flashlightsqty 4
Work glovesqty 12
Safety scissorsqty 4

Transport

Transport cartsqty 4
Moving blanketsqty 20
Plastic containersqty 30
Ratchet strapsqty 12
Bubble wrapqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea selection - 200 bags
- Herbal tea - 40 bags
- Sugar - 2 kilos
- Sweeteners - 250 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 2 crates
- Paper straws - 250 pieces
- Cookies - 8 packs
- Speculaas - 4 packs
- Sirup waffles - 6 packs
- Muesli bars - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 6 bags
- Popcorn - 4 bags
- Mixed nuts - 3 kilo
- Raisins - 2 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 12 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Boiled ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus wraps - 40 pieces
- Mini rolls - 150 pieces
- Whole grain bread - 8 loaves
- Gluten-free rolls - 20 pieces
- Butter - 1 kilo
- Jam - 3 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 2 kilos
- Pickles - 2 jars
- Mini quiches - 100 pieces
- Cheese soufflés - 80 pieces
- Vegetarian snacks - 80 pieces
- Chicken nuggets - 80 pieces
- Satay sauce - 2 jars
- Allergen cards - 30 pieces
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 300 pieces
- Wooden cutlery - 300 sets
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 50 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Sponges - 12 pieces
- Scouring sponges - 6 pieces
- Disposable gloves - 200 pieces

Tips

Plan roughly one display table or model stand per exhibitor, then keep 10% extra capacity for late changes or replacements. Measure each model before ordering display cases, acrylic sheets or protective covers.
Use one tablecloth per public-facing table and keep at least two spare cloths for spills or damaged fabric. Match the number of chairs, bar stools and high tables to the programme rather than assuming every exhibitor needs a seat.
Allow one power strip for every two powered displays or work areas, plus one extension cord for each separate part of the room. Cover walkways with cable mats so visitors do not trip over lighting, speakers or payment equipment.
Prepare one information sign for each exhibitor area and one route sign at every decision point. Print at least 10% extra name badges, stand numbers and programme flyers so last-minute changes do not leave anyone without identification.
Bring protective covers and barrier equipment for every model or section that visitors could touch. Set up LED work lights or table lamps before exhibitors arrive, because poor lighting is difficult to fix once tables and dioramas are in place.

Frequently asked questions

How many tables do I need for a model exhibition?: Start with at least one table or display surface per exhibitor, based on the space agreed during registration. Add 10% extra capacity, so 20 exhibitors means planning for 22 tables or equivalent display areas.
How many display cases and model covers should I buy?: Use one display case or protective cover for each model that needs protection from handling, dust or crowded viewing areas. Confirm model dimensions at least two weeks before the exhibition so unsuitable cases can be replaced in time.
How many signs and printed materials do I need?: Print one stand number and one exhibitor information sign per assigned booth, plus route signs at every turn or entrance. Add 10% spare copies for badges, stand numbers and programme flyers, and finish printing at least three days before opening.
How many extension cords and power strips are needed for a model exhibition?: Plan one extension cord for each separate powered zone and one power strip for every two powered items. Test the complete setup at least one day before opening, including LED work lights, table lamps, speakers and the payment terminal.

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