Model Train Fair Shopping List

A model train fair needs more than tables for layouts and displays. You also need practical supplies for exhibitor check-in, payments, refreshments, signs, power and safe movement through the room. Buy or gather the items early, especially extension cords, power strips, display lighting and cash-handling equipment. Use exhibitor registrations to estimate catering quantities and to confirm how many tables, chairs and power connections are needed.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 110
Registration desk
Folding chairs for exhibitorsqty 24
Display casesqty 8
Model podiumsqty 20
Tableclothsqty 24
Bollardsqty 12
Queue ropesqty 8

Equipment

Payment terminalsqty 2
Cash boxesqty 2
Laptopsqty 2
Tabletsqty 2
Printer
Extension cordsqty 8
Power stripsqty 16
USB chargersqty 6
Glue gunsqty 2
Demo lightingqty 10
Handheld microphonesqty 2
Walkie-talkiesqty 6
Power banksqty 4

Lighting

LED work lightsqty 6
Light Stripsqty 4
Emergency lightingqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Insulated glovesqty 2

Decorations

Exhibitor signsqty 30
Name badgesqty 150
Badge holdersqty 100
Directional signsqty 20
Information boardsqty 8
Tapeqty 8
Painter's tapeqty 8
Ropeqty 2
Clampsqty 30
Table number cardsqty 30

Model-making materials

Protective matsqty 10
Cutting matsqty 10
Model building tool setsqty 6
Magnifying lampsqty 4
Model standsqty 30
Dust coversqty 20
Transport binsqty 12
Storage cratesqty 20

Cleaning

Waste binsqty 12
Trash binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 200 pieces
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Lemonade - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 kilograms
- Mini ice pops - 100 pieces
- Butter - 500 grams
- Jam - 2 jars
- Chocolate sprinkles - 2 packs
- Peanut butter - 2 jars
- Baguettes - 12 pieces
- Mini sausages - 8 packs
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Rice cakes - 6 packs
- Cookies - 10 packs
- Muesli bars - 100 pieces
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Napkins - 500 pieces
- Stirrers - 300 pieces
- Paper snack trays - 250 pieces
- Paper Coffee Filters - 200 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 refills
- Disinfectant wipes - 4 packs
- Sponges - 2 packs
- Rubber gloves - 4 pairs
- Trash bags - 100 pieces
- Freezer bags - 2 boxes
- Bandages - 2 boxes
- Paper tissues - 10 packs
- Pens - 20 pieces
- Ballpoint pens - 30 pieces
- A4 paper - 2 packs
- Receipt paper - 4 rolls
- Labels - 200 pieces
- Cardboard for signage - 30 sheets
- Permanent markers - 12 pieces
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Cable ties - 200 pieces
- Spare fuses - 10 pieces

Tips

Plan one registration setup with a desk, laptop or tablet, printer, name badges and printed exhibitor lists. Bring at least one spare charging cable and a power bank so check-in does not stop when a device runs low.
Count tables, chairs, display cases and model podiums from the final exhibitor layout, then add a small reserve for last-minute changes. Number the tables before exhibitors arrive so setup takes less time.
Prepare one payment option for card transactions and one cash option, including a tested payment terminal, cash boxes and enough change. Test the terminal at least one day before the fair and exchange cash before loading the supplies.
For a full day, plan drinks and catering by attendance rather than by exhibitor count. Chill drinks before transport, and pack reusable cups, coffee cups, plates, cutlery and serving platters together so the refreshment station can be set up quickly.
Pack power and lighting as a separate kit: extension cords, power strips, USB chargers, LED work lights, light strips and demo lighting. Bring cable management and keep emergency lighting accessible; model layouts often need more connections and focused light than expected.

Frequently asked questions

What should I buy for a model train fair?: Plan for furniture, display equipment, registration supplies, payment equipment, refreshments, signage, lighting and power. A basic supply set includes tables, chairs, display cases, model podiums, a printer, payment terminals, cash boxes, extension cords, power strips and reusable tableware.
How many tables do I need for a model train fair?: Count one table allocation for each exhibitor from the registration records and final floor plan. Confirm table requirements at least 7 days before the fair, then keep 1 or 2 spare tables if the venue allows last-minute layout changes.
How much food and drink should I buy for a model train fair?: Base quantities on expected visitors, exhibitors and opening hours rather than using one fixed number. For drinks, allow about 2 to 3 servings per person during the first hour, then adjust the total for the remaining hours and add extra coffee supplies for exhibitors.
What power supplies are needed for model train displays?: Bring at least one extension cord and one power strip for each display area that needs electricity, then confirm the exact number with exhibitors before the final layout. Pack spare USB chargers, power banks and LED work lights, and test all equipment at least 24 hours beforehand.

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