What to buy for a print fair

A print fair needs more than tables and printed work. Visitors move between exhibitor booths, queue at registration, carry drinks and look for clear directions, so small missing items quickly become bottlenecks. Use the planned booth layout and visitor numbers to decide quantities, then buy or bring the consumables and equipment at least one week ahead. Chill drinks before doors open, and keep spare cables, badges and signage supplies available for last-minute changes.

Organize this event for free with Lizzt

What to bring

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

Furniture

Standing tablesqty 24
Visitor chairsqty 80
Beer tablesqty 12
Registration desk
Bar stoolsqty 8
Waste binsqty 10
Coat racksqty 2
Clothes hangersqty 120
Display wallsqty 24

Equipment

Laptopqty 2
Monitor screenqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Cable traysqty 20
Charging cablesqty 6
Handheld scannersqty 2
Walkie-talkiesqty 6

Lighting

LED spotlightsqty 12
Standing lampsqty 4
String lightsqty 6

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 120
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Coffee spoonsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 12
Serving spoonsqty 8
Food containersqty 20
Aluminum traysqty 12

Decorations

Company flagsqty 12
Tableclothsqty 24
Flower arrangementsqty 8
Name badge holdersqty 30
Info boardsqty 8
Program boardsqty 4
Directional signsqty 12
Display racksqty 24
Brochure racksqty 24
Chalkboardsqty 6
Pensqty 60
Notepadsqty 60
Badgesqty 220
Badge lanyardsqty 220
Program leafletsqty 220
Floor plansqty 220
Wristbandsqty 220

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleanerqty 2
Cleaning glovesqty 12
Hand soap dispensersqty 6

Catering

Groceries
- Coffee beans - 6 kilo
- Tea bags - 300 pieces
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 3 kilos
- Milk cups - 500 pieces
- Oat milk - 12 liters
- Still water - 120 liters
- Sparkling water - 60 liters
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Bitter lemon - 12 bottles
- Ginger beer - 12 bottles
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 18 bottles
- Rosé - 12 bottles
- Red wine - 12 bottles
- Sparkling wine - 8 bottles
- Ice cubes - 30 kilo
- Lemons - 5 kilo
- Limes - 3 kilos
- Baguettes - 40 pieces
- Whole wheat bread - 12 loaves
- Mini wraps - 180 pieces
- Cream cheese - 5 kilos
- Young cheese - 6 kilo
- Brie - 4 kilo
- Hummus - 4 kilos
- Sliced chicken breast - 4 kilos
- Smoked salmon - 2 kilos
- Tomatoes - 6 kilos
- Cucumbers - 5 kilos
- Lettuce - 8 heads
- Arugula - 2 kilos
- Red onion - 2 kilos
- Bell peppers - 3 kilos
- Olives - 3 kg
- Pesto - 2 kilos
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 1 liter
- Balsamic vinegar - 1 liter
- Olive oil - 2 liters
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Mixed nuts - 4 kilos
- Cheese crackers - 8 packs
- Vegetable sticks - 8 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Brownies - 180 pieces
- Mini muffins - 180 pieces
- Cookies - 12 packs
- Vegetarian sandwiches - 60 pieces
- Vegan sandwiches - 30 pieces
- Chicken sandwiches - 60 pieces
- Salmon sandwiches - 30 pieces
- Gluten-free rolls - 20 pieces
- Vegan cream cheese - 1 kilo
- Gluten-free crackers - 4 packs
- Paper napkins - 500 pieces
- Cocktail picks - 500 pieces
- Straws - 250 pieces
- Coffee filters - 3 packs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Hand sanitizing gel - 8 bottles

Tips

Plan one registration badge or wristband per visitor and exhibitor, plus at least 10% extra for corrections, walk-ins and damaged prints. Keep the printed visitor list and spare writing materials at the registration desk.
For drinks, allow 2–3 servings per person during the first hour, then about 1 serving per person for each additional hour. Chill water and other drinks several hours before opening rather than relying on room-temperature stock.
Match tableware to the catering format: prepare one plate and cutlery set per seated serving, one coffee cup per hot drink, and at least two water glasses per guest if glasses will not be washed during the fair.
Bring one power strip and extension cord for each active booth or equipment cluster, then add 20% spare cable length. Cover crossings with cable trays and test every outlet, projector, screen and microphone before exhibitors arrive.
Buy or print directional signs for the entrance, registration desk, toilets, catering area and each booth section. Prepare at least one spare copy of every sign and pack tape or another suitable fixing method for on-site changes.

Frequently asked questions

How many drinks do I need for a print fair?: Plan 2–3 drinks per person for the first hour, followed by around 1 drink per person per additional hour. Add 10–15% extra for warm weather, longer conversations or unexpected visitors.
How much tableware should I buy for a print fair?: Start with one plate, cutlery set and coffee cup per expected serving, plus two water glasses per guest when there is no washing-up service. Add at least 10% extra to cover breakage and replacements.
When should I buy supplies for a print fair?: Buy non-perishable supplies and check equipment at least 7 days before the fair. Chill drinks on the day before, and collect or print badges, booklets and signage no later than the day before setup.
How many spare badges and printed materials do I need?: Prepare 10% more badges and wristbands than the confirmed visitor and exhibitor count, with a minimum of 10 spares. For programs, maps and handouts, prepare 10–15% extra so late arrivals do not leave empty-handed.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.