Purchasing fair shopping list

A purchasing fair needs more than exhibition tables and refreshments. You also need a clear registration point, enough seating, visible booth signs, working presentation equipment and supplies for serving coffee, tea and water. Use your confirmed exhibitor and attendee numbers to set quantities, then add a small buffer for late arrivals and replacements. Check deliveries, stock and equipment at least one day before the fair so missing items can still be sourced.

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What to bring

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

Furniture

Exhibition tablesqty 30
Visitor tablesqty 8
Folding chairsqty 100
Registration deskqty 2
Bar stoolsqty 8
Waste binsqty 12
Clothes racksqty 6
Display wallsqty 60
Tableclothsqty 38

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 150
Wine glassesqty 100
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pitchersqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 3
Coolersqty 6
Laptopqty 2
Tabletsqty 4
Badge printer
Label printer
Mobile phonesqty 4
Handheld microphoneqty 2
Portable speakersqty 2
Presentation screen
Extension cordsqty 20
Power stripsqty 20
Cable reelsqty 6
USB chargersqty 10
Cable tiesqty 200

Lighting

LED work lightsqty 12
String lightsqty 10
Emergency lightsqty 4

Decorations

Fair logo bannersqty 4
Buntingqty 8
Plantsqty 20
Table décorqty 30
Photo backdrop
Promotional bannersqty 8
Directional signsqty 20
Booth numbersqty 30
Name badge holdersqty 40

Kitchen

Thermos flasksqty 8
Chafing dishesqty 4
Serving bowlsqty 16
Serving spoonsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Ice packsqty 20
Serving traysqty 12
Food containersqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning cartsqty 2
Hand soap dispensersqty 8
Hand sanitizer pumpsqty 8
Cleaning clothsqty 30
Rubber glovesqty 12
Paper towel dispensersqty 8

Catering

Groceries
- Coffee beans - 6 kilograms
- Tea bags - 500 pieces
- Black tea - 150 bags
- Herbal tea - 100 bags
- Green tea - 100 bags
- Sugar sticks - 500 pieces
- Sweeteners - 250 pieces
- Semi-skimmed milk - 20 liters
- Oat milk - 8 liters
- Coffee cream - 4 liters
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 40 bottles
- Coca-Cola Zero - 40 bottles
- Orange soda - 30 bottles
- Tonic - 24 bottles
- Apple juice - 20 liters
- Orange juice - 20 liters
- Beer - 120 bottles
- Non-Alcoholic Lager - 48 Bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Mini rolls - 300 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 3 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Cooked ham - 3 kilograms
- Smoked chicken breast - 3 kilogram
- Hummus - 3 kilograms
- Pesto - 1 kilogram
- Cucumbers - 20 pieces
- Tomatoes - 5 kilograms
- Lettuce - 10 heads
- Peppers - 3 kilograms
- Arugula - 1 kilogram
- Grapes - 8 kilograms
- Apples - 100 pieces
- Bananas - 80 pieces
- Oranges - 60 pieces
- Mini croissants - 150 pieces
- Mini muffins - 150 pieces
- Brownies - 120 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Nut mix - 6 kilogram
- Olives - 4 kilograms
- Salted crackers - 12 packs
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Chili sauce - 1 liter
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Paper plates - 500 pieces
- Wooden stirrers - 500 pieces
- Straws - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Food storage containers - 50 pieces
- Freezer bags - 2 boxes
- Trash bags - 100 pieces
- GFT waste bags - 30 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Paper waste bags - 30 pieces

Tips

Plan one registration desk for every 150–200 expected visitors, with one tablet or laptop and a printer available at each desk. Keep spare badges and name tags ready for walk-ins and last-minute exhibitor changes.
For exhibitor areas, count one exhibition table per booth and add at least 10% extra tablecloths, signage materials and basic display supplies. Confirm each exhibitor’s booth package before ordering furniture or display walls.
Provide one folding chair per seated place and keep 5–10% extra chairs available. Bar stools are useful at visitor tables, but do not replace chairs for registration staff or exhibitors who will be present all day.
For refreshments, allow two coffee or tea servings per visitor for a half-day fair, plus one water glass per person. Buy serving items for the peak period rather than the average, and arrange cooling space before ordering chilled drinks.
Test every microphone, speaker, presentation screen, laptop, tablet and extension cord before opening. Bring at least two spare extension cords and label power leads so exhibitors and registration staff do not disconnect essential equipment.

Frequently asked questions

What do I need for a purchasing fair?: You need booth and visitor furniture, registration equipment, badges and name tags, signs, display materials, serving items, refreshments and presentation equipment. Final quantities depend on the number of exhibitors and visitors; set them after registrations close and keep 5–10% spare seating and consumables.
How many tables do I need for a purchasing fair?: Start with one exhibition table per confirmed booth, then add visitor tables according to your layout and catering plan. Confirm the booth count at least 7 days before the fair so furniture, tablecloths and display walls can be adjusted.
How much coffee and water should I buy for a trade fair?: For a half-day purchasing fair, allow about two coffee or tea servings and one serving of water per visitor. Add 10% for late arrivals, exhibitors and staff, and confirm dietary requirements before placing the catering order.
When should I prepare badges and signage?: Prepare the registration list, badges, name tags and printed signs 1–2 days before the fair. Keep blank badges and a label printer or badge printer at registration for changes on the day.

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