What you need for a packaging trade fair

Use this shopping list to prepare the physical setup for a packaging trade fair, from exhibitor tables and display walls to registration equipment and catering supplies. Plan quantities from your exhibitor and visitor numbers, then add a small reserve for damaged badges, missing cables and busy arrival periods. Check power access, presentation equipment and serving items before the event rather than on setup day. The task list covers the bookings and printing; this list focuses on what needs to be bought, hired or brought along.

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What to bring

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

Furniture

Exhibition tablesqty 24
High tablesqty 8
Visitor chairsqty 80
Exhibitor chairsqty 48
Registration desk
Buffet tablesqty 4
Coat racksqty 3
Waste binsqty 10
Display wallsqty 24
Table linenqty 30

Equipment

Laptopsqty 3
Tabletsqty 4
Projector
Projection screen
Presentation laptop
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 16
USB chargersqty 8
Label printer
Barcode scannersqty 2

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Storage binsqty 12
Ice packsqty 20

Decorations

Company bannersqty 12
Plantsqty 12
Table décorqty 12
Fabric backdropsqty 12
Display racksqty 24
Brochure holdersqty 30
Product standsqty 30

Lighting

LED spotlightsqty 16
Desk lampsqty 12
Extension leads for lightsqty 8

Catering

Groceries
- Coffee beans - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Ice cubes - 10 kilos
- Mini croissants - 120 pieces
- Mini muffins - 120 pieces
- Mini sandwiches - 150 pieces
- Vegetarian wraps - 40 pieces
- Vegan wraps - 30 pieces
- Gluten-free crackers - 3 packs
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Cucumber - 2 kilos
- Cherry tomatoes - 2 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Nut mix - 3 kilo
- Olives - 2 kilos
- Salsa - 4 jars
- Tortilla chips - 6 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Stirrers - 300 pieces
- Wooden skewers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- General waste bags - 50 pieces
- Paper waste bags - 30 pieces
- Plastic trash bags - 30 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces
- Rubber gloves - 6 pairs
- Bandages - 2 boxes
- AA batteries - 16 pieces
- AAA batteries - 16 pieces
- Pens - 50 pieces
- Pencils - 30 pieces
- Permanent markers - 20 pieces
- Tape - 12 rolls
- Double-sided tape - 8 rolls
- Labels - 500 pieces
- Paper wristbands - 200 pieces
- A4 printer paper - 3 packs

Registration

Visitor badgesqty 200
Exhibitor badgesqty 60
Badge holdersqty 260
Lanyardsqty 260
Clipboardsqty 8
Ballpoint pensqty 40
Registration formsqty 250
Name stickersqty 250

Communication

Walkie-talkiesqty 8
Phone chargersqty 6
Notepadsqty 20
Information brochuresqty 250
Exhibitor foldersqty 30
Program leafletsqty 250
Business card holdersqty 24

Signage

Entrance signsqty 3
Stand number signsqty 24
Directional signsqty 12
Toilet signsqty 4
Exit signsqty 4
Conesqty 12

Presentation

Flip chartsqty 3
Flip chart paperqty 6
Whiteboard markersqty 12
Laser pointersqty 2
Click remotesqty 2

Packaging materials

Cardboard boxesqty 40
Corrugated cardboard sheetsqty 20
Paper bagsqty 100
Kraft bagsqty 100
Cardboard tubesqty 30
Paper wrappersqty 100
Gift ribbonqty 10
Rope rollsqty 6
Paper filling materialqty 10
Bubble wrapqty 4
Shipping labelsqty 200
Pallet wrapqty 2

Tools

Scissorsqty 12
Utility knivesqty 8
Measuring tapesqty 4
Glue gunsqty 4
Staple gunsqty 4
Hammerqty 2
Screwdriver setsqty 2
Cable tiesqty 200
Cable tiesqty 200
Gaffer tapeqty 8
Sticky tackqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Trash binsqty 10
Litter pickersqty 2
Paper towelsqty 12

Storage

Plastic cratesqty 20
Storage binsqty 12
Cover sheetsqty 8
Transport cartsqty 4

Tips

Allow one exhibition table and at least one exhibitor chair per stand, then check whether larger displays need extra display walls or high tables. Confirm the final stand plan before ordering furniture.
Prepare one registration position with a registration desk, laptop or tablet, barcode scanners and a label printer. Test every scanner and print at least 10 spare visitor and exhibitor badges.
Count presentation equipment for the programme, not just the main room: allow one presentation laptop, projector, projection screen and microphone setup for each room running demonstrations at the same time.
Plan power per stand and presentation area. Take extension cords, power strips and USB chargers, and bring at least 10% more charging capacity than your calculated requirement.
Order catering tableware against the confirmed meal and refreshment count, including coffee cups, glasses, plates and cutlery. Keep extra thermos flasks, serving trays and waste bins available near the buffet and registration area.

Frequently asked questions

What furniture do I need for a packaging trade fair?: Start with one exhibition table and one exhibitor chair per stand, plus visitor seating based on the programme. Add a registration desk, buffet tables, coat racks, waste bins and display walls; confirm quantities after the room layout and exhibitor count are fixed.
How many badges should I print for a trade fair?: Print one badge for every registered visitor and exhibitor, then prepare at least 10% extra for walk-ins, corrections and damaged badges. Keep blank or spare badge material at the registration desk for late changes.
What AV equipment is needed for trade fair presentations?: For each presentation room, allow one presentation laptop, projector, projection screen, speakers and the required wireless microphones. Test the full setup at least 24 hours before opening and keep extension cords and power strips on site.
How much catering tableware should I order?: Order one place setting per confirmed catering guest, then add at least 10% spare plates, glasses, cups and cutlery. For continuous coffee service, prepare enough coffee pots or thermos flasks for the first service period and refill them before they run empty.

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