What to Buy for a Real Estate Fair

A real estate fair needs more than tables and brochures. You also need a registration setup, clear booth signage, presentation connections and enough cups, glasses and serving items for visitors and exhibitors. Use the exhibitor count and expected visitor numbers to set quantities, then add a small buffer for replacements and late arrivals. Buy or collect disposable supplies at least three days ahead, and chill drinks and catering on the day before or the morning of the fair.

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What to bring

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

Furniture

Trade fair tablesqty 24
Chairsqty 70
Registration tablesqty 2
Bar stoolsqty 8
Buffet tablesqty 4
Waste binsqty 10
Clothes racksqty 2
Display wallsqty 20
Brochure racksqty 12
Notice boardsqty 10

Equipment

Laptopsqty 4
Presentation screensqty 4
Laptop speakersqty 2
HDMI cablesqty 8
Extension cordsqty 12
Power stripsqty 12
USB sticksqty 6
Label printersqty 2
Walkie-talkiesqty 6

Lighting

Standing lampsqty 8
String lightsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 180
Wine glassesqty 120
Platesqty 180
Cutlery setsqty 180
Coffee potsqty 6
Thermos flasksqty 8
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coolersqty 8
Ice cube traysqty 4
Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Knivesqty 6
Small bowlsqty 16
Pliersqty 8
Bottle openersqty 6
Corkscrewsqty 4

Decorations

Company flagsqty 12
Tableclothsqty 30
Directional signsqty 20
Welcome sign
Information boardsqty 8
Photo wallsqty 2
Table decorationsqty 20
Clipboardsqty 12
Markersqty 24
Scissor setsqty 6
Rolls of tapeqty 12
Cable tiesqty 100
Double-sided tapeqty 8
Name badge holdersqty 220
Wristbandsqty 200

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning clothsqty 24

Catering

Groceries
- Coffee beans - 4 kilos
- Decaffeinated coffee - 1 kilo
- Black tea - 200 bags
- Green tea - 100 bags
- Herbal tea - 100 bags
- Sugar - 3 kilos
- Sugar substitutes - 500 pieces
- Semi-skimmed milk - 20 liters
- Oat milk - 8 liters
- Lemon slices - 2 kilos
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Ice tea - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Beer - 180 bottles
- Alcohol-free beer - 48 bottles
- White wine - 18 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Bubbles - 6 bottles
- Ice cubes - 30 kilo
- Coffee creamer cups - 400 pieces
- Stirrers - 500 pieces
- Paper napkins - 1000 pieces
- Mini croissants - 180 pieces
- Mini muffins - 180 pieces
- Mini apple turnovers - 150 pieces
- Mini quiches - 180 pieces
- Vegetarian wraps - 100 pieces
- Vegan wraps - 50 pieces
- Chicken wraps - 100 pieces
- Cheese cubes - 5 kilos
- Grapes - 5 kilos
- Apples - 100 pieces
- Pears - 60 pieces
- Cucumbers - 20 pieces
- Cherry tomatoes - 4 kilos
- Carrot sticks - 4 kilos
- Bell pepper sticks - 4 kilos
- Hummus - 3 kilos
- Garlic sauce - 2 liters
- Pesto dip - 2 liters
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Party nuts - 8 kilos
- Olives - 4 kilos
- Toast crackers - 20 packs
- Wholegrain crackers - 15 packs
- Gluten-free crackers - 5 packs
- Vegan cookies - 10 packs
- Cookies - 20 packs
- Paper cups - 500 pieces
- Paper plates - 400 pcs
- Wooden forks - 400 pieces
- Wooden skewers - 500 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 10 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 6 bottles
- Glass cleaner - 4 bottles
- Disinfectant wipes - 10 packs
- Rubber gloves - 12 pairs
- Kitchen gloves - 6 pairs
- Air freshener - 6 spray cans
- Printer paper - 5 packs
- Name tags - 250 pieces
- Pens - 100 pieces
- Notebooks - 100 pieces
- Envelopes - 100 pieces
- Disposable gloves - 200 pieces
- Duct tape - 6 rolls
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Tips

Plan one registration badge and one printed map per registered visitor, plus 10% extra for walk-ins, spelling corrections and lost badges. Keep a label printer and spare USB stick at the registration desk.
For each exhibitor booth, prepare the agreed table, chairs, brochure rack or display wall before loading transport. Pack booth materials by exhibitor so setup does not depend on finding items in mixed boxes.
Allow two to three non-alcoholic drinks per person for the first hour, then one drink per person per hour. Order cups and glasses at roughly 1.5 times the expected simultaneous use so the registration and catering areas do not run short.
Pack at least two HDMI cables, two extension cords and two power strips for every presentation area, even if exhibitors have confirmed their own equipment. Bring one tested laptop and a USB stick with the final presentation files as backup.
Set aside separate supplies for catering: one plate, cutlery set and glass per expected guest, plus 10% extra. Count coffee cups and serving utensils separately, because these are often used continuously while plates are only needed during food service.

Frequently asked questions

What do I need for a real estate fair?: You need booth furniture, registration tables, name badges, maps, signage, brochure displays, presentation equipment, power cables and catering supplies. Start with one complete setup per exhibitor and add 10% spare badges, printed materials and tableware.
How many chairs do I need for a real estate fair?: Provide the number of chairs agreed for each exhibitor booth, then add seating for the registration and presentation areas. Keep at least 5% extra chairs available if the venue has storage space, especially when visitor attendance is uncertain.
How much catering and drinkware should I buy for a property fair?: Plan two to three drinks per person for the first hour and one per person per hour after that. Buy or reserve about 10% extra cups, glasses, plates and cutlery, and confirm dietary requirements no later than three days before the fair.
When should I buy supplies for a real estate fair?: Order printed badges, maps and signage at least one week before the event. Buy non-perishable booth and technical supplies at least three days ahead, and collect chilled catering and drinks the day before or on the morning of the fair.

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