What to Buy for a Police Fair

A police fair needs more than tables and refreshments. You will need supplies for exhibitor registration, booth presentation, visitor information, catering, signs and on-site communication. Plan quantities around your expected visitor and exhibitor numbers, then add a small reserve for late arrivals and replacements. This checklist helps you buy and bring the items that are easy to overlook, especially power equipment, name badges, serving items and chilled drinks.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 110
Registration desk
Bar stoolsqty 8
Display wallsqty 18
Clothes racksqty 4
Foldable tablesqty 6

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 12
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Laptopqty 2
Tabletsqty 3
Printersqty 2
Extension cordsqty 8
Power stripsqty 10
Screensqty 4
Projector
Projection screen
Microphonesqty 2
Laptop speakersqty 2
Power banksqty 6
Walkie-talkiesqty 6
Batteriesqty 24
Cable reelsqty 3

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 8
Serving jugsqty 6
Food warmersqty 4

Decorations

Police bannersqty 6
Dutch flagsqty 4
Tableclothsqty 24
Balloonsqty 100
Balloon pumpsqty 2
Plantsqty 8
Decorative barrier tapeqty 6

Lighting

LED lampsqty 8
String lightsqty 6
Light standsqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 30
Waste binsqty 12
Ashtraysqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Sparkling wine - 4 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Mixed nuts - 4 bags
- Olives - 6 jars
- Pickles - 4 jars
- Toast rounds - 8 packs
- Baguettes - 12 pieces
- Mini rolls - 180 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Brie - 1 kilo
- Cream cheese - 1 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Smoked salmon - 1 kilo
- Hummus - 12 tubs
- Egg salad - 8 tubs
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Arugula - 8 bags
- Bell peppers - 12 pieces
- Grapes - 6 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 60 pieces
- Mini pastries - 180 pieces
- Brownies - 120 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Vegan spreads - 3 packages
- Gluten-free cookies - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Sambal - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper cups - 250 pieces
- Paper napkins - 500 pieces
- Wooden stirrers - 300 pieces
- Paper straws - 200 pieces
- Disposable gloves - 4 boxes
- Cardboard serving platters - 150 pieces
- Sauce cups - 100 pieces
- Trash bags - 3 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Paper towels - 8 packs

Signage

Booth numbersqty 24
Program leafletsqty 250
Floor plansqty 250
Name badgesqty 100
Badge holdersqty 100
Wristbandsqty 250
Directional signsqty 20
Information boardsqty 12
Chalkboardsqty 6
Pensqty 40
Markersqty 20
Notepadsqty 20
Tapeqty 8
Scissorsqty 6
Cable tiesqty 200
Ropeqty 4
Laminating sleevesqty 100
Clipboardsqty 12
Brochure holdersqty 24
Registration formsqty 300
Feedback cardsqty 250
Police fair bannerqty 2
Changing room signqty 2
Toilet signsqty 6

Safety

Bollardsqty 20
Barrier tapeqty 6
Non-slip matsqty 8
Flashlightsqty 6
First aid bagsqty 2
Fire extinguishersqty 4

Tips

Prepare one registration pack per expected exhibitor, plus at least 10% extra name badges for staff, late registrations and damaged badges. Keep spare pens and a printer or tablet available at the registration desk.
For drinks, allow two to three servings per person during the first hour, then one serving per person for each additional hour. Chill drinks before doors open and keep a separate reserve for exhibitors and staff.
Match tableware to the catering plan: provide one plate, one cutlery set and one glass per guest, then add 10% extra. Coffee service also needs cups, serving spoons, coffee pots or machines, and thermos flasks for refills.
Buy or bring enough extension cords, power strips and cable reels before the venue opens. Test screens, the projector, microphones, laptop speakers and chargers at least one hour before visitors arrive.
Prepare route and parking signs in advance and bring tape or another fixing method. Pack batteries, power banks and walkie-talkies with the event equipment instead of trying to source them on the day.

Frequently asked questions

How many drinks do I need for a police fair?: Plan for two to three drinks per person in the first hour, followed by about one drink per person for every extra hour. Add a 10% buffer, especially if the fair is outdoors or includes exhibitors who stay all day.
How much extra tableware should I buy?: Buy one plate, cutlery set, glass and coffee cup per expected guest, plus 10% extra. For 100 guests, that means at least 110 of each item used throughout the event.
When should I prepare name badges for exhibitors?: Print and sort badges at least one day before the police fair. Keep 10% blank or spare badges at the registration desk for late registrations, replacements and staff.
What event equipment should I check before opening?: Test the laptop, tablets, printers, screens, projector, microphones and speakers at least one hour before opening. Check every extension cord, power strip, cable reel and battery at the same time, rather than during visitor registration.

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