What you need for a mortgage fair
A mortgage fair needs more than brochures and a registration desk. Visitors move between exhibitors, speakers need reliable presentation equipment, and refreshments must be ready without blocking the programme. Use this shopping list to prepare the practical supplies for check-in, booths, presentations, catering and clean-up. Confirm quantities from your registration list first, then add a small buffer for walk-ins, extra exhibitors and equipment failures.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Standing tablesqty 20
- Visitor chairsqty 120
- Bar stoolsqty 12
- Registration deskqty 2
- Lounge chairsqty 8
- Clothes racksqty 2
- Waste binsqty 8
- Brochure racksqty 12
- Coolersqty 4
Equipment
- Laptopsqty 4
- Tabletsqty 4
- Printersqty 2
- Screensqty 4
- Projector
- Projection screen
- Microphonesqty 2
- Speakersqty 2
- Extension cordsqty 12
- Power stripsqty 12
- Charging stationsqty 3
- Wi-Fi router
- Presentation clickerqty 2
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Thermos flasksqty 6
- Serving traysqty 8
- Small bowlsqty 12
- Pliersqty 8
Tableware
- Coffee cupsqty 120
- Glassesqty 180
- Platesqty 150
- Forksqty 150
- Knivesqty 150
- Spoonsqty 150
Decorations
- Backdropsqty 20
- Tableclothsqty 24
- Name badgesqty 150
- Name badge holdersqty 150
- Directional signsqty 16
- Program standsqty 6
- Ballpoint pensqty 80
- Notepadsqty 80
- Clipboardsqty 8
- Rolls of tapeqty 10
- Scissorsqty 6
- Cable tiesqty 100
- Table numbersqty 20
Lighting
- LED lampsqty 12
- Standing lampsqty 4
Cleaning
- Vacuum cleaner
- Mopsqty 2
- Bucketsqty 2
- Cleaning glovesqty 6
Catering
- Groceries
- Coffee beans - 4 kilograms
- Tea bags - 300 pieces
- Decaf coffee - 1 kilogram
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 kilograms
- Sweetener - 300 pieces
- Lemons - 3 kilogram
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 30 bottles
- Cola Zero - 30 bottles
- Orange soda - 20 bottles
- Ice tea - 20 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Sparkling water - 24 bottles
- Ice cubes - 15 kilograms
- Mini croissants - 180 pieces
- Mini muffins - 180 pieces
- Mini apple turnovers - 120 pieces
- Wraps - 120 pieces
- Cream cheese - 3 kilograms
- Hummus - 3 kilograms
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Arugula - 1 kilogram
- Cucumbers - 3 kilograms
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Mixed salad - 4 kilograms
- Cherry Tomatoes - 2 kilogram
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salty snacks - 10 bags
- Rice crackers - 8 bags
- Milk chocolate - 5 kilograms
- Dark chocolate - 5 kilogram
- Cookies - 10 kilograms
- Brownies - 120 pieces
- Jam - 3 jars
- Peanut butter - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Spice mix - 250 grams
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 600 pieces
- Coffee filters - 300 pieces
- Stir sticks - 400 pieces
- Paper cups - 300 pieces
- Paper plates - 300 pieces
- Wooden skewers - 500 pieces
- Trash bags - 50 pieces
- Large trash bags - 30 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
Tips
- Plan one visitor badge and one printed programme per registered attendee, then print at least 10% extra for last-minute registrations and replacements.
- For a half-day fair, allow 2–3 drinks per person in the first hour and 1 drink per person for each additional hour. Keep chilled drinks in coolers before doors open.
- Match every laptop, screen, projector and printer with the required cables, extension cords and power strips. Test the complete presentation setup at least 60 minutes before opening.
- Prepare one registration pack per exhibitor and speaker, including the final programme, booth information and contact details. Keep 10 spare packs at the registration desk.
- Order catering against confirmed registrations and separate dietary requirements at least 3 working days before the fair. Put small bowls, serving trays and labelled options where staff can identify them quickly.
Frequently asked questions
- How many drinks do I need for a mortgage fair?
- For the first hour, plan 2–3 drinks per person, followed by 1 drink per person for each additional hour. Add 10% extra if the event is open to walk-ins or the weather is warm.
- How many name badges and programmes should I print?
- Print one badge and one programme for every registered visitor, exhibitor, speaker and staff member. Add at least 10% spare copies, or a minimum of 10 extras for a larger fair.
- When should I confirm mortgage fair catering?
- Confirm the final catering quantity and dietary requirements at least 3 working days before the event. Recheck the headcount 24 hours before ordering or receiving delivery.
- When should I test the mortgage fair equipment?
- Test laptops, screens, the projector, microphones, speakers, Wi-Fi and printers at least 60 minutes before visitors arrive. Check every power strip, extension cord and charging station during the same test.
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