What do you need for a project fair?

A project fair needs more than display tables and presentation equipment. You will need a clear registration point, enough furniture for exhibitors and visitors, reliable power and AV equipment, plus visible booth numbers and information boards. This shopping list covers the physical supplies behind the floor plan, presentations and exhibitor setup. Check quantities against your number of booths, visitors and presentation slots before ordering.

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What to bring

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

Furniture

Standing tablesqty 35
Visitor chairsqty 120
Beer tablesqty 12
Registration desk
Presentation tablesqty 3
Waste binsqty 12
Clothes racksqty 2
Display wallsqty 35

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 12
Power stripsqty 15
Charging stationsqty 3
Cable traysqty 20
Presentation clickersqty 2
USB sticksqty 4

Lighting

LED lightsqty 10
String lightsqty 6
Batteriesqty 24

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 40
Name badgesqty 80
Booth numbersqty 40
Information boardsqty 8
Sticky tackqty 10
Table décorqty 35

Tableware

Reusable cupsqty 350
Coffee cupsqty 150
Platesqty 250
Cake platesqty 200
Forksqty 250
Knivesqty 200
Spoonsqty 200
Serving plattersqty 20
Serving spoonsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12
Pliersqty 8
Corkscrewsqty 2

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries
- Coffee - 8 packs
- Tea - 6 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 20 bottles
- Spa Rood - 10 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Stirrers - 500 pieces
- Coffee creamer - 4 packs
- Butter - 2 kilos
- Baguettes - 15 pieces
- Mini sandwiches - 250 pieces
- Whole grain bread - 8 loaves
- Croissants - 100 pieces
- Young cheese - 4 kilos
- Gouda cheese - 3 kilos
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 10 pieces
- Tomatoes - 5 kilos
- Bell peppers - 3 kilos
- Lettuce - 8 heads
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Mandarins - 6 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Snacks - 8 bags
- Popcorn - 5 bags
- Mini cookies - 8 packs
- Brownies - 120 pieces
- Muffins - 100 pieces
- Mini stroopwafels - 8 packs
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Vegan cookies - 5 packs
- Nut-free snacks - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Spice mix - 2 bags
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Small trash bags - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Labels - 4 packs
- Permanent markers - 2 boxes
- Pens - 2 boxes
- Paper shopping bags - 200 pieces
- Coffee filters - 3 boxes
- Skewers - 500 pieces
- Cocktail picks - 500 pieces
- Storage containers - 30 pieces
- Cooling packs - 30 pieces

Paper and communications

Programsqty 350
Floor plansqty 350
Evaluation formsqty 300
Registration formsqty 100
Clipboardsqty 8
Pensqty 60
Notepadsqty 20
Tapeqty 12
Scissor setsqty 6
Staplersqty 4
Spare paperqty 5

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 12
Barrier tapeqty 4
Non-slip matsqty 8
Fire blanketsqty 2

Logistics

Transport cartsqty 4
Storage boxesqty 20
Roll containersqty 4
Ratchet strapsqty 8
Moving blanketsqty 12
Cratesqty 20
Duct tapeqty 8
Cable tiesqty 200
Label stickersqty 10

Tips

Plan one registration desk at the entrance and keep name badges, maps and information boards there. Print badges before the event and bring spare blank badges for last-minute registrations.
Count power needs per booth and presentation area, not just for the room. Use extension cords, power strips and cable trays so laptops, projectors, charging stations and lighting do not create trip hazards.
Match the AV list to the programme: allow one projector and projection screen for each presentation room, and test speakers, wireless microphones, the mixer and presentation clickers before exhibitors arrive.
Give every exhibitor a defined display area with the required tables, chairs, display walls, clothes racks and tablecloths. Add booth numbers where visitors can see them from the main walkway.
Place waste bins where people eat, register and wait, then check them at least once during the fair. Bring spare batteries, USB sticks and basic decoration supplies so small replacements do not delay setup.

Frequently asked questions

What should I buy for a project fair?: Start with furniture for booths, registration and visitors, then add laptops, projectors, screens, speakers, microphones, a mixer, clickers and power supplies. You will also need name badges, booth numbers, maps, information boards, waste bins and any planned lighting or decoration.
How many tables do I need for a project fair?: Count one assigned booth setup per exhibitor, then add the registration desk and any presentation tables. Confirm the booth layout before ordering, because standing tables, beer tables and presentation tables serve different parts of the floor plan.
How much AV equipment is needed for project fair presentations?: Allow one projector and projection screen per presentation room, plus a laptop and presentation clicker for each active room. For shared sound, plan at least one speaker setup, wireless microphone and mixer, then test everything before the first presentation.
When should I order supplies for a project fair?: Confirm furniture, display walls and AV equipment as soon as the exhibitor list and floor plan are stable. Finish printing name badges, maps, booth numbers and signage at least 3 to 5 days before the fair, leaving time for registration changes.

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