What you need for an outdoor trade show

An outdoor trade show needs more than tables and display walls. You also need reliable power, weather cover, safe cable runs, lighting, refreshments and equipment for moving information between exhibitors and staff. This shopping list covers the practical items that are easy to overlook when the site is spread across separate stands. Check quantities against your exhibitor layout, expected visitor numbers and opening hours before you place orders or go shopping.

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What to bring

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

Furniture

Party tentsqty 6
Display wallsqty 24
Tablesqty 24
Folding chairsqty 80
Beer tablesqty 10
Bar stoolsqty 12
Clothes racksqty 8
Crowd control barriersqty 20
Parasol basesqty 8

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Pitchersqty 8

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Card machinesqty 2
Extension cordsqty 12
Cable reelsqty 6
Power stripsqty 12
Flashlightsqty 6
Walkie-talkiesqty 6
Handheld megaphonesqty 2
Garment steamer

Lighting

LED string lightsqty 12
LED work lightsqty 8
Batteriesqty 24

Decorations

Buntingqty 12
Fair countersqty 6
Tableclothsqty 24
Stand number signsqty 24
Directional signsqty 20
Welcome sign
Info boardsqty 6
Adhesive hooksqty 100
Cable tiesqty 200

Registration

Registration desksqty 2
Name badgesqty 250
Lanyardsqty 250
Markersqty 20
Clipboardsqty 6
Wristbandsqty 300
Cash boxesqty 2

Safety

Fire extinguishersqty 4
First aid kitsqty 2
Safety vestsqty 12
Rubber cable matsqty 12
Work glovesqty 12
Flashlightsqty 6

Cleaning

Broom setsqty 4
Trash binsqty 16
Hand sanitizer stationsqty 8
Toilet brushesqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Sparkling water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilograms
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Grapes - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Rice cakes - 6 packs
- Crackers - 8 packs
- Baguettes - 15 pieces
- Mini rolls - 12 bags
- Wholemeal rolls - 8 bags
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Herb cheese - 1 kilogram
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilogram
- Smoked beef - 1 kilogram
- Cucumbers - 4 kilogram
- Tomatoes - 4 kilogram
- Peppers - 3 kilograms
- Arugula - 1 kilogram
- Iceberg lettuce - 8 pieces
- Pickles - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilogram
- Pepper - 250 gram
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Herb mix - 3 jars
- Wraps - 10 packs
- Quinoa salad - 6 kilogram
- Pasta salad - 8 kilograms
- Vegetable skewers - 150 pieces
- Mini quiches - 150 pieces
- Vegetarian snacks - 150 pieces
- Vegan snacks - 100 pieces
- Gluten-free crackers - 4 packs
- Gluten-free sandwiches - 40 pieces
- Nut-free snacks - 6 packs
- Cookies - 10 packs
- Brownies - 150 pieces
- Chocolate bars - 100 pieces
- Ice cubes - 30 kilograms
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Trash bags - 150 pieces
- Cleaning wipes - 8 packs
- All-purpose cleaner - 6 bottles
- Dish soap - 4 bottles
- Hand soap - 12 bottles
- Toilet paper - 48 rolls
- Paper towels - 24 packs
- Disinfectant spray - 6 bottles

Tips

Buy or hire at least one weatherproof party tent for each exposed service area, such as registration, refreshments or staff check-in. Add side walls or an alternative shelter if the forecast shows wind or rain.
Plan power by area rather than relying on one outlet. Use cable reels, extension cords and power strips, and keep spare batteries and flashlights ready for early setup, late pack-down or a power interruption.
Count serving items for the busiest period, not just the total guest list. Reusable cups, coffee cups, plates and cutlery need enough turnover for exhibitors, visitors and staff while used items are being collected and washed.
Walk the full visitor route before opening and check where barriers, tables, chairs and display walls will stand. Leave clear access around each stand and keep cable runs out of walkways.
Prepare a separate weather and lighting box at least one day before the show. Pack LED work lights, string lights, batteries, a garment steamer and any communication equipment so they are available before exhibitors arrive.

Frequently asked questions

What do I need to buy for an outdoor trade show?: Start with stand and visitor equipment: party tents, display walls, tables, chairs, barriers, cups, serving items, coolers, power cables, lighting and communication equipment. Match quantities to the exhibitor list, stand layout and expected visitor count rather than buying one standard package.
How many tables and chairs do I need per trade show stand?: Use the approved booth layout as the baseline: plan at least one working table and two chairs for a small stand, then add furniture for larger displays or demonstrations. Final numbers should be confirmed with exhibitors before the event, ideally at least 7 days in advance.
How much power equipment is needed for an outdoor trade show?: Give each active area its own planned cable route and power distribution instead of daisy-chaining equipment between stands. Confirm the load with the power supplier at least 1 week before the show, and keep spare extension cords, cable reels and flashlights on site.
What should I prepare for bad weather at an outdoor trade show?: Have weather cover, secure bases, lighting and protected cable routes ready before setup begins. Check the forecast 24 hours before opening, then confirm the backup plan and move vulnerable materials under cover before exhibitors arrive.

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