What to buy for a model train fair

A model train fair needs more than tables for layouts and stands. You will also need reliable power distribution, clear stand numbers, payment equipment, refreshments and practical tools for exhibitors and volunteers. Plan supplies around the number of exhibitors, visitors and volunteers, then add a small reserve for breakages and unexpected demand. Drinks, cups, extension cords and change are easy to underestimate, especially during the busiest first hours.

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What to bring

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

Furniture

Standing tablesqty 40
Chairsqty 90
Counter tableqty 2
Bar stoolsqty 6
Display casesqty 12
Clothes racksqty 2
Waste binsqty 10
Tableclothsqty 40

Equipment

Extension cordsqty 20
Power stripsqty 25
Cable matsqty 15
LED work lightsqty 12
Portable speakersqty 2
Wireless microphonesqty 2
Payment terminalsqty 2
Cash registersqty 2
Coolersqty 4
Hand trucksqty 2
Glue gunsqty 4
Battery chargersqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Serving traysqty 6
Pliersqty 6
Coolersqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Small platesqty 100

Decorations

Trade fair bannersqty 4
Table signsqty 45
Directional signsqty 20
Booth number cardsqty 45
Program leafletsqty 400
Trade show rulesqty 10
Name badgesqty 100
Lanyardsqty 100
Disposable tableclothsqty 8

Cleaning

Waste binsqty 6
Broom setsqty 3
Vacuum cleanersqty 2
Mop headsqty 3
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries
- Coffee - 8 packs
- Tea assortment - 6 boxes
- Sugar - 4 packs
- Sweetener - 2 boxes
- Milk - 16 liters
- Oat milk - 6 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Cookies - 12 packs
- Butter cake - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Popcorn - 6 bags
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mini rolls - 250 pieces
- Slices of cheese - 5 kilos
- Ham slices - 4 kilos
- Hummus - 12 tubs
- Cucumber - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 8 heads
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Paper Plates - 400 pieces
- Wooden stirrers - 500 pieces
- Teaspoons - 300 pieces
- Foil - 4 rolls
- Food storage containers - 20 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Disinfectant wipes - 6 packs

Tips

Plan one display surface per exhibitor pitch, then add a few spare chairs and tables for registration, refreshments and volunteer use. Keep a small reserve available for last-minute stand changes.
For the first hour, allow two to three drinks per person who is working or attending, then one drink per person for each additional hour. Buy extra cups and keep chilled drinks in coolers before doors open.
Use extension cords, power strips and cable mats together: route every cable away from walkways and cover crossings before exhibitors arrive. Check the power plan against the floor plan rather than relying on a single outlet.
Prepare payment supplies before the fair starts. Charge payment terminals and cash registers the night before, and order enough change for the opening rush so volunteers are not searching for coins while visitors wait.
Pack practical support items for exhibitors, including hand trucks, pliers, glue guns, battery chargers and LED work lights. These are often requested only after setup has begun, when finding replacements is difficult.

Frequently asked questions

What should I buy for a model train fair?: Plan furniture for exhibitor pitches and registration, plus extension cords, power strips, cable mats, lighting, payment equipment, signage materials, drinks and serving supplies. Add practical tools and hand trucks if exhibitors will assemble or repair displays on site.
How many drinks do I need for a model train fair?: For the first hour, allow two to three drinks per person, including exhibitors, volunteers and staff. After that, budget one drink per person per hour and add around 10% extra for unexpected demand.
How many cups and plates should I buy for the fair?: Allow at least one cup per expected hot drink and one plate per catering portion, then add 10% to cover spills and replacements. If the fair lasts several hours, plan extra cups for water and cold drinks rather than reusing coffee cups.
When should I prepare the shopping for a model train fair?: Buy non-perishable supplies at least one week before the fair, including cables, signage materials, tools and tableware. Chill drinks and check charged equipment on the day before, so setup time is not lost to last-minute errands.

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