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Organic fair shopping list

An organic fair needs more than tables and sample products. Plan supplies for exhibitor stands, visitor registration, lectures, catering and clear routes through the venue. Buy or arrange reusable tableware, coffee equipment, cooling, presentation technology and enough signage before the event week. Use your confirmed exhibitor and visitor numbers to adjust quantities, then pack everything by area so volunteers can set up without searching.

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What to bring

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

Furniture

  • Trade fair tablesqty 24
  • Folding chairsqty 80
  • Information desk
  • Lecture tablesqty 4
  • Coat racksqty 2
  • Bollardsqty 8
  • Display wallsqty 16
  • Clothes hangersqty 80

Tableware

  • Reusable drinking glassesqty 180
  • Coffee cupsqty 100
  • Platesqty 160
  • Cutlery setsqty 160
  • Serving plattersqty 20
  • Serving spoonsqty 12
  • Coffee spoonsqty 100

Equipment

  • Coffee machinesqty 3
  • Kettlesqty 3
  • Coolersqty 6
  • Projector
  • Projection screen
  • Wireless microphonesqty 2
  • Speakersqty 2
  • Extension cordsqty 8
  • Power stripsqty 10
  • Charging stationsqty 2

Lighting

  • LED string lightsqty 8
  • LED work lightsqty 6
  • Batteriesqty 24

Decorations

  • Organic trade show bannersqty 4
  • Route signsqty 12
  • Directional signsqty 12
  • Tableclothsqty 28
  • Chalkboardsqty 10
  • Plantsqty 24
  • Buntingqty 6

Kitchen

  • Cutting boardsqty 6
  • Chef’s knives and bread knivesqty 8
  • Measuring cupsqty 4
  • Thermos flasksqty 8
  • Pitchersqty 8
  • Serving utensilsqty 16
  • Cooling platesqty 8
  • Food containersqty 16
  • Kitchen scalesqty 2

Cleaning

  • Waste binsqty 12
  • Waste sorting binsqty 6
  • Mopsqty 4
  • Bucketsqty 4
  • Broom setsqty 3
  • Dustpan and brushqty 4
  • Cleaning glovesqty 8
  • Hand sanitizer dispensersqty 6

Catering

  • Groceries
    • Organic coffee - 4 packs
    • Organic black tea - 4 boxes
    • Organic herbal tea - 3 boxes
    • Organic oat milk - 12 liters
    • Organic semi-skimmed milk - 8 liters
    • Organic cane sugar - 3 kilos
    • Honey - 2 jars
    • Sparkling mineral water - 24 bottles
    • Still mineral water - 36 bottles
    • Organic apple juice - 12 liters
    • Organic elderflower lemonade - 8 liters
    • Lemons - 5 kilo
    • Fresh mint - 10 bunches
    • Organic apples - 10 kilos
    • Organic pears - 8 kilos
    • Organic bananas - 8 kilos
    • Organic grapes - 6 kilos
    • Organic mandarins - 6 kilos
    • Organic carrots - 8 kilos
    • Organic cucumbers - 20 pieces
    • Organic cherry tomatoes - 6 kilo
    • Organic bell peppers - 5 kilo
    • Organic lettuce - 12 heads
    • Organic arugula - 2 kilos
    • Organic red onions - 3 kilos
    • Organic garlic - 12 bulbs
    • Organic potatoes - 10 kilos
    • Organic wholegrain loaves - 20 loaves
    • Organic spelt loaves - 10 loaves
    • Organic whole grain rolls - 180 pieces
    • Organic Gluten-Free Rolls - 30 pieces
    • Organic hummus - 8 kilo
    • Organic lentils - 6 kilos
    • Organic chickpeas - 6 kilo
    • Organic tofu - 5 kilos
    • Organic goat cheese - 4 kilos
    • Organic young matured cheese - 6 kilos
    • Organic vegan cheese - 3 kilos
    • Organic Falafel - 8 kilos
    • Organic Olive Oil - 4 liters
    • Organic rapeseed oil - 3 liters
    • Organic balsamic vinegar - 2 liters
    • Organic mustard - 2 kilos
    • Organic mayonnaise - 3 kilos
    • Organic tomato sauce - 4 kilos
    • Organic salt - 1 kilo
    • Organic black pepper - 250 grams
    • Organic paprika - 250 grams
    • Organic cumin - 250 grams
    • Organic oregano - 150 grams
    • Organic basil - 150 gram
    • Organic wholegrain pasta - 8 kilos
    • Organic brown rice - 6 kilo
    • Organic vegetable stock - 2 kilos
    • Organic nut mix - 5 kilos
    • Organic walnuts - 2 kilos
    • Organic raisins - 2 kilos
    • Organic wholegrain crackers - 12 packs
    • Organic rice cakes - 10 packs
    • Organic paprika chips - 12 bags
    • Organic plain chips - 12 bags
    • Organic cookies - 15 packs
    • Organic dark chocolate - 3 kilos
    • Organic jam - 8 jars
    • Organic peanut butter - 6 jars
    • Organic margarine - 4 kilo
    • Aluminum foil - 4 rolls
    • Plastic wrap - 4 rolls
    • Baking paper - 4 rolls
    • Paper towels - 12 rolls
    • Toilet paper - 48 rolls
    • Liquid hand soap - 6 bottles
    • Dish soap - 4 bottles
    • All-purpose cleaner - 4 bottles
    • Glass cleaner - 2 bottles
    • Sponges - 12 pieces
    • Microfiber cloths - 24 pieces
    • Residual waste bin liners - 60 pieces
    • Compostable trash bags - 40 pieces
    • Paper napkins - 800 pieces

Registration

  • Visitor badgesqty 250
  • Exhibitor badgesqty 50
  • Badge holdersqty 300
  • Wristbandsqty 250
  • Registration formsqty 300
  • Pensqty 40
  • Clipboardsqty 10
  • Cash box
  • Payment terminalqty 2

Printed materials

  • Program leafletsqty 300
  • Floor plansqty 300
  • Lecture cardsqty 250
  • Exhibitor badgesqty 50
  • Evaluation formsqty 200
  • A4 information boardsqty 40

Safety

  • First aid kitsqty 2
  • Fire extinguishersqty 4
  • Reflective vestsqty 8
  • Flashlightsqty 4
  • Nitrile glovesqty 4
  • Warning signsqty 6

Tools

  • Cordless drill driversqty 2
  • Hammersqty 2
  • Screwdriver setsqty 2
  • Measuring tapesqty 2
  • Cable tiesqty 200
  • Gaffer tapeqty 8
  • Padlocksqty 6
  • Transport cartsqty 3

Tips

  • Allow one trade fair table per exhibitor stand, plus at least one separate information desk and enough lecture tables for the programme. Confirm the final exhibitor list before ordering furniture.
  • For drinks, plan around 2 to 3 servings per visitor during the first hour, then adjust for the expected length of the fair. Count reusable drinking glasses, coffee cups, plates and cutlery separately so catering does not run short.
  • Arrange coffee machines and kettles before buying coffee supplies, and check the venue’s available power. Keep extension cords and power strips for each equipment area, with charging stations placed where they cannot obstruct visitor routes.
  • Test the projector, projection screen, wireless microphones and speakers at least 1 day before the first lecture. Bring spare batteries and label every cable so a volunteer can replace or move equipment quickly.
  • Print route signs, organic trade show banners and exhibitor information before setup day. Pack signs with tape or mounting supplies and place a complete set at the entrance, information desk and key junctions.

Frequently asked questions

What should I buy for an organic fair?
Plan supplies for stands, registration, lectures, catering, lighting and visitor directions. The core list includes tables, chairs, reusable tableware, coffee equipment, cooling, presentation equipment, cables, signs and banners.
How many glasses do I need for an organic fair?
Start with 2 to 3 drink servings per visitor for the first hour, then add more for a longer event. Choose reusable drinking glasses and keep a clean replacement supply available throughout the fair.
How far in advance should I prepare the fair shopping list?
Finish the first version at least 4 weeks before the fair, when exhibitor numbers and the lecture programme are clearer. Recheck quantities 7 days before setup and shop or collect rented items no later than 1 day before the event.
What equipment is needed for lectures at an organic fair?
Allow for a projector, projection screen, wireless microphones, speakers and suitable lecture tables. Test the complete setup at least 1 day beforehand and bring spare batteries for wireless equipment.

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