Safety Fair Shopping List

A safety fair needs more than tables and printed information. Exhibitor booths require display space, reliable power and clear floor markings, while demonstrations need tested sound and presentation equipment. Plan registration supplies, badges and directional signs before invitations go out. For catering, count cups, glasses, plates and cutlery against the number of participants and exhibitors, then add a small buffer. This list helps you check the physical supplies before the fair schedule and floor plan are final.

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What to bring

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

Furniture

Information desksqty 2
Tablesqty 24
Chairsqty 80
High tablesqty 8
Display wallsqty 12
Coat racksqty 3
Bollardsqty 12
Barrier tapeqty 6

Equipment

Laptopsqty 3
Projector
Projection screen
Presentation screenqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2
Walkie-talkiesqty 6
Coolersqty 4
Handheld megaphonesqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Thermos flasksqty 6
Water jugsqty 8

Decorations

Trade show bannersqty 8
Tableclothsqty 24
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 20
Program postersqty 12
Sticky tackqty 6
Cable traysqty 12

Lighting

LED lampsqty 10
Standing lampsqty 4
Emergency lightingqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Ice packsqty 16
Food containersqty 12
Food labelsqty 100
Bottle openersqty 4
Waste binsqty 8
Water dispensersqty 2

Cleaning

Bucketsqty 4
Spongesqty 12
Cleaning clothsqty 24
Broom setsqty 3
Mopsqty 3
Hand soap dispensersqty 6
Hand sanitizer dispensersqty 8
Paper towel holdersqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Still water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Low-salt crackers - 6 packs
- Whole grain crackers - 6 packs
- Rice cakes - 4 packs
- Mini butter cookies - 6 packs
- Currant buns - 60 pieces
- Mini wraps - 80 pieces
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Young cheese - 2 kilograms
- Hummus - 8 tubs
- Chicken breast slices - 1 kilogram
- Cream cheese - 6 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic dressing - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Olive oil - 1 bottle
- Gluten-free crackers - 4 packs
- Vegan wraps - 40 pieces
- Vegan cheese - 500 grams
- Lactose-free milk - 2 liters
- Allergen labels - 2 rolls
- Napkins - 400 pieces
- Paper cups - 300 pieces
- Wooden stirrers - 300 pieces
- Toothpicks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Parchment paper - 1 roll
- Trash bags - 4 rolls
- Biodegradable trash bags - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 refills
- Hand sanitizer - 8 bottles
- Paper towels - 12 packs
- Air freshener - 4 spray cans
- Bandages - 4 boxes
- Nitrile gloves - 4 boxes

Safety

First aid kitsqty 3
Fire extinguishersqty 4
Smoke detectors for demonstrationqty 4
Safety helmetsqty 12
Safety gogglesqty 12
Reflective vestsqty 12
Ear defendersqty 12
Safety glovesqty 12
Non-slip matsqty 8
Flashlightsqty 8
Batteriesqty 32
Warning signsqty 12
Emergency exit signsqty 8
Safety tapeqty 6

Registration

Clipboardsqty 8
Ballpoint pensqty 40
Markersqty 12
Notepadsqty 40
Registration formsqty 150
Program leafletsqty 150
Surveysqty 120
Name stickersqty 150
Cash drawer
Card machine
Cash box

Presentation

Flip chartsqty 4
Flip chart sheetsqty 4
Display standsqty 8
Brochure holdersqty 24
Notice boardsqty 8
Table displaysqty 24
Cable tiesqty 100
Scissorsqty 6
Tapeqty 12
Staplersqty 4
Staplesqty 8

Tips

Allow one information desk for registration and another for general questions if you expect more than 100 visitors. Give each desk a laptop, printed forms, badges and pens.
Plan one table per exhibitor booth, plus display walls or high tables where demonstrations need extra presentation space. Keep at least one spare table available for last-minute changes.
For every presentation area, check the projector, screen, speakers, microphone, extension cords and power strips together. Test the full setup at least one day before the fair, not just each item separately.
Use bollards and barrier tape to mark demonstration and evacuation routes before exhibitors arrive. Keep walkie-talkies charged and provide handheld megaphones only where the venue layout makes voice instructions difficult.
Count catering supplies by attendee rather than by exhibitor: prepare at least one cup, glass, plate, fork, knife and spoon per person, then add 10% for breakage and unexpected visitors. Put water jugs and thermos flasks at more than one service point if the fair has separate halls.

Frequently asked questions

What do I need for a safety fair registration desk?: Prepare at least one information desk, one laptop, printed registration forms, badges, pens and a charging point. For more than 100 visitors, use two desks so arrivals do not block questions and exhibitor check-in.
How many tables do I need for a safety fair?: Start with one table for each confirmed exhibitor, then add at least two spare tables for registration, catering or late changes. Add high tables or display walls only for booths that need demonstrations or larger visual displays.
How much catering equipment do I need for a safety fair?: Count one cup, glass, plate, fork, knife and spoon per attendee, plus a 10% buffer. Provide serving spoons, serving platters, water jugs and thermos flasks for each separate food or drinks station.
When should I check the safety fair equipment?: Check the shopping list and confirm borrowed or rented equipment at least one week before the fair. Test laptops, projection equipment, microphones, speakers, extension cords and power strips together no later than the day before.

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