What you need for a recycling fair
A recycling fair needs more than tables for exhibitors. Visitors must be able to find stalls, workshops and information quickly, while exhibitors need reliable power, clear display space and a simple check-in point. Use this shopping list to prepare the venue, exhibitor reception, workshops and visitor areas without leaving essential equipment until the last day. Check quantities against your floor plan, exhibitor count and opening hours before buying or borrowing anything.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Fair countersqty 4
- Tablesqty 24
- Chairsqty 80
- High tablesqty 8
- Folding benchesqty 4
- Coat racksqty 3
- Tableclothsqty 24
- Bollardsqty 12
Equipment
- Projectorsqty 2
- Projection screensqty 2
- Laptopsqty 2
- Portable speakersqty 2
- Wireless microphonesqty 2
- Extension cordsqty 8
- Power stripsqty 12
- Rechargeable batteriesqty 16
- Power banksqty 4
- Cable reelsqty 3
Lighting
- Work lightsqty 8
- Mood lightingqty 6
Decorations
- Exhibitor panelsqty 24
- Poster display boardsqty 12
- Information postersqty 20
- Directional signsqty 16
- Program postersqty 8
- Directional signsqty 12
- Name badge holdersqty 30
- Adhesive stripsqty 6
- Cable tiesqty 100
- Paper buntingqty 8
- Chalkboardsqty 6
Tableware
- Reusable cupsqty 180
- Reusable coffee cupsqty 80
- Reusable platesqty 120
- Reusable cutleryqty 180
- Serving plattersqty 12
- Serving tongsqty 8
- Coffee potsqty 6
- Water jugsqty 8
Kitchen
- Kettlesqty 3
- Thermos flasksqty 8
- Coolersqty 6
- Cutting boardsqty 4
- Bread knivesqty 4
- Kitchen tongsqty 4
- Food containersqty 12
Cleaning
- Waste sorting binsqty 12
- Trash bins with lidsqty 6
- Broom setsqty 3
- Mopsqty 4
- Bucketsqty 4
- Dustpansqty 3
- Cleaning glovesqty 8
Workshop materials
- Floor matsqty 12
- Apronsqty 20
- Safety gogglesqty 20
- Work glovesqty 30
- Scissorsqty 20
- Craft knivesqty 12
- Cutting matsqty 12
- Rulersqty 12
- Glue gunsqty 8
- Paper binsqty 12
- Reusable craft materialsqty 6
- Worktable lampsqty 6
Catering
- Groceries
- Coffee beans - 3 kilograms
- Tea bags - 250 pieces
- Cane sugar - 2 kilograms
- Honey - 2 jars
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Herbal tea - 4 boxes
- Wholemeal rolls - 180 pieces
- Multigrain bread - 12 loaves
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilograms
- Turkey breast - 3 kilograms
- Vegetarian spread - 10 jars
- Cucumbers - 20 pieces
- Tomatoes - 4 kilogram
- Lettuce - 10 heads
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salty snacks - 10 bags
- Apples - 15 kilogram
- Bananas - 10 kilograms
- Grapes - 8 kilograms
- Muesli bars - 120 pieces
- Wholegrain cookies - 12 packs
- Vegan cookies - 8 packs
- Gluten-free crackers - 6 packs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Lemon juice - 2 bottles
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Residual waste bags - 40 pieces
- Plastic trash bags - 30 pieces
- Paper waste bags - 30 pieces
- Glass waste bags - 20 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Hand soap - 6 dispensers
- Hand sanitizer gel - 6 bottles
Tips
- Allow at least one table or fair counter for each exhibitor, then add a separate reception table for check-in and name badges. Confirm the final exhibitor count before ordering furniture.
- Provide one extension cord or power strip for each powered exhibitor, plus cable reels for longer distances. Test every projector, laptop, speaker and wireless microphone at least one day before opening.
- Prepare directional signs for the entrance, exhibitor areas, workshops, toilets and exits. Print a floor plan and program poster, and bring adhesive strips and cable ties so signs can be fixed safely on the day.
- Give each exhibitor a name badge holder and keep spare holders, batteries and power banks at the reception desk. These small replacements are easy to forget and difficult to source once visitors arrive.
- Buy drinks for the full opening period and chill them before doors open. Keep a separate supply for workshop leaders and exhibitors so the reception area does not run out during the busiest hour.
Frequently asked questions
- What furniture do I need for a recycling fair?
- Plan one fair counter or table per exhibitor, plus chairs for seated displays and a separate reception table. Add high tables or folding benches only where your layout needs standing conversations or workshop seating. Finalise quantities after the booth layout is approved.
- How many power supplies should I buy for a recycling fair?
- Count every exhibitor and workshop station that needs electricity, then provide at least one extension cord or power strip for each. Keep two spare power strips, rechargeable batteries and power banks available, and test the setup at least 24 hours before opening.
- What signage is needed at a recycling fair?
- Prepare signs for the entrance, reception, exhibitor zones, workshops, toilets and exits, plus a printed floor plan and visitor program. Print at least one copy for each key location and keep spare signs and adhesive strips ready for last-minute changes.
- When should I prepare the recycling fair shopping list?
- Make the first list at least two weeks before the fair, when exhibitor numbers and workshops are known. Complete the main shopping at least 48 hours before opening, then check stock, chill drinks and pack small items such as batteries, cable ties and badge holders.
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