What to buy for a product fair

A product fair needs more than display tables and products. You also need a working registration point, clear booth numbers, reliable power, presentation equipment and enough refreshments for exhibitors and visitors. Use this shopping list to cover the items that are easy to overlook, from label printing supplies and extension cords to coffee cups, serving trays and coat racks. Check quantities against your exhibitor and visitor numbers before ordering, then allow time for delivery and setup.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Registration desk
High tablesqty 8
Stoolsqty 16
Display wallsqty 20
Coat racksqty 4

Equipment

Laptopsqty 3
Tabletsqty 3
Extension cordsqty 12
Power stripsqty 12
Chargersqty 8
Presentation screensqty 4
Mobile hotspotsqty 2
Label printer
Handheld microphonesqty 2
Walkie-talkiesqty 6
Hand trucksqty 2

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Scissorsqty 4
Serving bowlsqty 12

Decorations

Tableclothsqty 24
Stand number signsqty 20
Welcome sign
Plantsqty 12
Flagsqty 8
Notice boardsqty 12
Postersqty 24
Table décorqty 24

Lighting

LED lampsqty 12
String lightsqty 8
Batteriesqty 24

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 3
Mop headsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Microfiber clothsqty 30

Registration

Name card holdersqty 150
Pensqty 30
Clipboardsqty 6
Wristbandsqty 150
Information leafletsqty 200
Notepadsqty 100
Carry bagsqty 150

Safety

Non-slip matsqty 12
Cable traysqty 20
Warning signsqty 6

Catering

Groceries
- Coffee beans - 4 packs
- Tea bags - 200 pieces
- Decaf coffee - 1 pack
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 6 tubs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Flat mineral water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Mixed nuts - 4 bags
- Olives - 6 jars
- Salted sticks - 6 bags
- Mini cheese breadsticks - 6 packs
- Crackers - 12 packs
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Brie - 2 kilos
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Smoked chicken - 1 kilo
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Pesto - 4 jars
- Arugula - 1 kilo
- Lettuce - 8 heads
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Mandarins - 5 kilos
- Mini pastries - 180 pieces
- Cookies - 12 packs
- Brownies - 100 pieces
- Muffins - 100 pieces
- Chocolate bars - 100 pieces
- Vegetarian wraps - 60 pieces
- Chicken wraps - 60 pieces
- Vegan rolls - 40 pieces
- Gluten-free rolls - 20 pieces
- Napkins - 1000 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Garbage bags - 100 pieces
- Compostable trash bags - 50

Tips

Plan one registration setup with a desk, laptop or tablet, name-label supplies and a printed registration list. Keep spare chargers and paper available so check-in does not depend on one device.
Count power needs per booth before buying extension cords and power strips. Add separate charging points for laptops, tablets, screens and label printers, and test every connection before exhibitors arrive.
For a full opening day, allow roughly two to three drinks per person during the first hour, then about one drink per person per hour. Chill drinks in coolers and keep extra supplies behind the registration or catering area.
Order tableware for your maximum expected attendance, not just confirmed registrations. Include glasses, coffee cups, plates, forks, knives, spoons, serving spoons and serving trays, with at least 10% extra for breakage and unexpected guests.
Do not leave signage and booth identification until setup day. Have route signs, booth numbers and name labels printed at least one day ahead, and keep a label printer available for last-minute exhibitor changes.

Frequently asked questions

What do I need to buy for a product fair?: Plan for furniture, registration equipment, power supplies, presentation equipment, signage and catering items. At minimum, check tables, chairs, a registration desk, extension cords, power strips, chargers, name-label supplies, drinks and tableware against your exhibitor and visitor count.
How much catering do I need for a product fair?: For drinks, allow two to three per person during the first hour and about one per person per hour after that. Buy tableware for the full expected attendance plus roughly 10% extra, especially cups, glasses, plates and cutlery.
How many extension cords and power strips do I need at a product fair?: Count each booth that uses a laptop, tablet, screen or other powered equipment, then add at least 10% spare capacity. Check cable lengths and bring chargers for every device at least one day before setup.
When should I buy supplies for a product fair?: Order furniture, display walls, screens, microphones and catering at least 1–2 weeks before the fair. Buy drinks and other perishable items close enough to the event to keep them fresh, but have printed labels, signs and booth numbers ready the day before.

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