What to Buy for a Sail Fair

A Sail Fair needs more than exhibition tables and stands. You also need a working registration point, clear power and presentation equipment, refreshments, and enough serving items for exhibitors, speakers, volunteers, and visitors. This shopping list brings those supplies together so you can check quantities before shopping day. Plan the overlooked items early: extension cords, cable reels, name-badge materials, waste bins, storage crates, and equipment for keeping drinks and coffee ready throughout the event.

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What to bring

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

Furniture

Exhibition tablesqty 30
Chairsqty 80
Registration desk
Bar stoolsqty 6
Tableclothsqty 30
Clothes racksqty 4
Waste binsqty 8
Display wallsqty 30
Storage cratesqty 12

Equipment

Laptopsqty 3
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 3
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cash machinesqty 2
Cable reelsqty 4
Tool casesqty 3
Step laddersqty 2
Flashlightsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Small bowlsqty 20

Decorations

Sailing flagsqty 8
Buntingqty 10
Table name cardsqty 30
Stand number signsqty 30
Photo wallsqty 2
Decorative lifebuoysqty 4
Jute ropeqty 4

Lighting

LED light stringsqty 8
LED spotlightsqty 12
Lamp Standsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Measuring cupsqty 2
Cooling racksqty 4
Water jugsqty 8
Teapotsqty 3

Cleaning

Broom setsqty 3
Mop headsqty 3
Bucketsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salty nuts - 6 bags
- Olives - 6 jars
- Cheese cubes - 4 kilograms
- Cocktail sausages - 3 kilograms
- Grapes - 5 kilograms
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilograms
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Butter - 2 kilograms
- Baguettes - 20 pieces
- Mini sandwiches - 200 pieces
- Wraps - 100 pieces
- Hummus wraps - 50 pieces
- Chicken salad - 3 kilograms
- Egg salad - 2 kilograms
- Mild cheese - 3 kilograms
- Ham - 2 kilograms
- Lettuce - 10 heads
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 pack
- Olive oil - 2 bottles
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Diet biscuits - 4 packs
- Gluten-free crackers - 4 packs
- Vegan spread - 4 packs
- Cardboard snack trays - 300 pieces
- Paper coffee filters - 150 pieces
- Wooden stirrers - 300 pieces
- Ice cubes - 20 kilograms

Tips

Count one exhibition table and at least one chair for every exhibitor stand, then add a small reserve for registration, speakers, or damaged furniture. Confirm the final exhibitor count before ordering or collecting tables.
Allow at least one power strip and one extension cord for each active stand or presentation area. Add cable reels where sockets are far from the floor plan, and secure cables before visitors arrive.
For a full-day fair, plan roughly two drinks per person during the first hour and one per person for each following hour. Use coolers for cold drinks and thermos flasks or coffee machines so refreshments do not depend on one serving point.
Prepare one registration laptop, payment terminal, and charging option at the registration desk, with a second laptop or charger available if the first device fails. Keep printed exhibitor lists and badges as a backup.
Buy or collect waste bins, storage crates, tool cases, a step ladder, and flashlights before setup begins. These are often needed during stand installation and cleanup, when shops may already be closed.

Frequently asked questions

How many tables do I need for a Sail Fair?: Start with one exhibition table for each confirmed exhibitor stand. Add at least two extra tables for registration, refreshments, or unexpected layout changes, then confirm the number after the stand plan is assigned.
How much coffee and water should I buy for a Sail Fair?: For the first hour, allow two drinks per person, including coffee, tea, or water. For every additional hour, plan one more drink per person and keep extra cups and glasses available for speakers and exhibitors.
What equipment is needed at the Sail Fair registration desk?: Prepare a registration desk, at least one laptop, printed exhibitor information, name badges, a payment terminal if needed, and a charging option. Have the desk operational at least 30 minutes before doors open.
When should I check the Sail Fair shopping list?: Do a complete stock check 3 to 5 days before the fair, while there is still time to borrow or buy missing items. Repeat the check on setup day, especially for power cables, presentation equipment, serving ware, and chilled drinks.

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