What you need for a pop culture fair

A pop culture fair needs more than tables and decorations. You need equipment for exhibitor pitches, workshops, registration, payments and clear visitor flow. Plan supplies by zone so display materials, power cables and signage arrive where they are needed. Buy or collect drinks early, test payment devices before opening, and keep spare labels and charging cables available for the busiest parts of the day.

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What to bring

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

Furniture

Standing tablesqty 30
Foldable tablesqty 12
Chairsqty 80
Bar stoolsqty 8
Tableclothsqty 35
Display wallsqty 12
Brochure racksqty 8
Clothes racksqty 6
Storage cratesqty 20
Waiting benchesqty 4
Changing room screensqty 4
Clothing coversqty 30
Presentation displaysqty 8
Stoolsqty 12

Equipment

Laptopsqty 2
Tabletsqty 2
Card machinesqty 3
Extension cordsqty 12
Power stripsqty 12
Charging cablesqty 10
Projector
Projection screen
Portable speakersqty 2
Microphonesqty 2
Cash boxesqty 3
Label printer
Walkie-talkiesqty 8
Power banksqty 4
USB sticksqty 4
Headphonesqty 4
Webcam
Handheld megaphonesqty 2
Timer clocksqty 4

Lighting

LED lightsqty 8
String lightsqty 6

Decorations

Pop culture postersqty 20
Themed decorationsqty 30
Balloonsqty 100
Balloon ribbonqty 2
Table décorqty 20
Directional signsqty 12
Stand number signsqty 30
Buntingqty 8
Cable tiesqty 100
Gaffer tapeqty 6
Info boardsqty 6
Poster holdersqty 20
Chalkboardsqty 8
Pen holdersqty 10
Lanyardsqty 100
Badge holdersqty 100

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 8
Small bowlsqty 20
Coffee spoonsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 8
Cutting boardsqty 4
Knivesqty 6
Serving traysqty 8
Cutting knivesqty 4
Measuring cupsqty 4
Serving jugsqty 6
Food containersqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea selection - 200 bags
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 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 - 30 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salty breadsticks - 6 bags
- Popcorn - 5 bags
- Mini pretzels - 5 bags
- Cookies - 8 packs
- Brownies - 6 boxes
- Mini muffins - 6 boxes
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Grapes - 3 kilograms
- Mandarins - 3 kilograms
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Bell peppers - 2 kilograms
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Vegetarian spread - 8 tubs
- Sandwiches - 180 pieces
- Whole grain bread - 8 loaves
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 2 jars
- Salt - 1 pack
- Pepper - 1 can
- Paper napkins - 1000 pieces
- Coffee filters - 2 packs
- Stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Garbage bags - 120 pieces
- Pedal bin liners - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 12 pairs
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Ballpoint pens - 30 pieces
- Highlighters - 12 pieces
- Notepads - 10 pieces
- Sticky notes - 10 pads
- Wristbands - 300 pieces
- Name stickers - 250 pieces
- Printer paper - 2 packs
Water dispensersqty 2
Drink dispensersqty 4
Buffet platesqty 6
Refrigeratorsqty 2
Ice packsqty 24
Coffee potsqty 6
Teapotsqty 4
Sugar bowlsqty 6
Milk jugsqty 6
Cookie tinsqty 8
Serving tongsqty 8
Allergen labelsqty 100

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Bucketsqty 4
Cleaning cartsqty 2
Hand sanitizer stationsqty 8

Tips

Plan one exhibitor setup per pitch: allow space for a table, display wall or clothes rack, plus a storage crate for stock and personal items. Add tablecloths and stand number signs before exhibitors arrive.
Count power needs before shopping for cables. Group laptops, tablets, card machines, projectors and speakers by zone, then bring extension cords, power strips and charging cables with some spare capacity.
Prepare registration and payment supplies separately. Keep wristbands or tickets, name badges, a label printer, cash boxes and card machines together so check-in does not depend on a last-minute search.
For workshops and presentations, check the complete setup at least one day ahead: projector, projection screen, microphones, portable speakers and the required laptops or tablets should be tested together.
Buy drinks according to your opening hours and attendance estimate, then chill them before doors open. Keep table décor, pop culture posters, themed decorations, balloons and directional signs packed by area so decorating does not delay setup.

Frequently asked questions

What furniture do I need for a pop culture fair?: For each exhibitor pitch, plan at least one table and one chair, then add standing tables, bar stools, display walls, clothes racks or brochure racks where the format requires them. Keep storage crates available for stock and bags, and prepare a few spare chairs for workshops.
How many card machines and cash boxes do I need for a pop culture fair?: Use at least one card machine for each active payment point and one cash box for each cash-handling point. Test every card machine at least 24 hours before opening and prepare cash separately rather than waiting until setup time.
When should I prepare the signs and name badges?: Print name badges, stand number signs, directional signs and program boards at least one day before the fair. Keep spare labels and a label printer on site for registration changes or missing badges.
What AV equipment is needed for pop culture fair workshops?: For each workshop or presentation, check whether you need a laptop, projector, projection screen, portable speakers and microphones. Test the full setup at least 24 hours beforehand and bring extension cords, power strips and charging cables.

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