What to buy for a school exhibition

A school exhibition needs more than tables for displaying projects. You also need a clear visitor route, sturdy presentation boards, labels, serving supplies and enough equipment for coffee and refreshments. Use this shopping list to prepare the exhibition space, protect walls and tables, and keep the opening hours running smoothly. Check quantities against the number of projects, participating classes and expected visitors before you shop.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Presentation boardsqty 16
Stoolsqty 8
Tablecloth tablesqty 3
High tablesqty 4

Decorations

Balloonsqty 100
Buntingqty 6
Paper rosettesqty 20
Decorative ribbonqty 4
Chalkboardsqty 8
Wayfinding signsqty 12
Table décorqty 12
Photo backdrop

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Small platesqty 60
Platesqty 100
Forksqty 100
Knivesqty 60
Teaspoonsqty 60
Serving traysqty 8
Pitcherqty 4
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Glue gunsqty 3
Laminator
Label printer
Camera

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Kitchen tongsqty 4
Serving plattersqty 10
Measuring cupsqty 2
Aluminum foilqty 2
Food storage containersqty 8
Oven mittsqty 2
Apronsqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Spongesqty 10
Rubber glovesqty 8
Waste binsqty 8

Lighting

LED lightsqty 12
Mood lightingqty 6
Battery lanternsqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Multi-fruit juice - 6 packs
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Ice cubes - 8 bags
- Herb butter - 6 tubs
- Baguettes - 12 pieces
- Mini croissants - 100 pieces
- Mini muffins - 100 pieces
- Mini apple turnovers - 80 pieces
- Cheese crackers - 6 packs
- Salted sticks - 6 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Popcorn - 5 bags
- Rice cakes - 5 packs
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Raisins - 3 packs
- Mixed nuts - 2 kilograms
- Peanut butter - 2 jars
- Jam - 2 jars
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilograms
- Chicken breast slices - 1 kilogram
- Vegetarian spread - 6 tubs
- Crackers - 10 packs
- Mini rolls - 150 pieces
- Gluten-free crackers - 2 packs
- Gluten-free cookies - 2 packs
- Vegan cookies - 3 packs
- Mayonnaise - 1 bottle
- Ketchup - 2 bottles
- Mustard - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfecting wipes - 3 packs
- Hand soap - 6 bottles
- Hand gel - 6 bottles
- Freezer bags - 2 boxes
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper placemats - 100 pieces
- Wooden stirrers - 200 pieces
- Tea bag holders - 100 pieces
- Cookies - 12 packs
- Chocolate bars - 100 pieces
- Fruit bars - 80 pieces

Presentation

Photo framesqty 30
Clothespinsqty 100
Tie wireqty 4
Painter's tapeqty 12
Double-sided tapeqty 10
Sticky tackqty 20
Staplersqty 4
Staplesqty 8
Scissorsqty 10
Rulersqty 6
Black markersqty 20
Color markersqty 40
A4 paperqty 2
A3 paper
Name stickersqty 150
Information leafletsqty 150
Clipboardsqty 6
Notepadsqty 8
Ballpoint pensqty 30
Pen holdersqty 4

Children's activities

Drawing paperqty 500
Colored pencilsqty 12
Wascoqty 12
Markersqty 12
Coloring pagesqty 100
Aprons for childrenqty 20
Glue sticksqty 20
Children's scissorsqty 20
Paintbrushesqty 30
Poster paintqty 12
Mixing palettesqty 20
Tablecloths for craftingqty 6

Safety

Barrier tapeqty 4
Non-slip matsqty 8
Cable traysqty 12
Flashlightsqty 4
Safety vestsqty 8
First aid kit

Transport

Foldable transport cratesqty 12
Protective coversqty 20
Bubble wrapqty 2
Moving blanketsqty 12
Hand trucksqty 2

Tips

Plan one display surface for each project or project group, then add a small reserve of tables or boards for damaged pieces and late additions. This prevents last-minute rearranging on setup day.
For refreshments, count cups, plates and cutlery by visitor numbers, then add roughly 10% extra. Reusable cups, coffee cups, small plates, plates, forks, knives and teaspoons are easy to underestimate.
Check electrical equipment before shopping day. Coffee machines, kettles, extension cords and power strips may need to share one room, so bring enough cable length and avoid placing cords across the visitor route.
Buy or prepare wayfinding signs before the exhibition opens, not during setup. Mark the entrance, registration point, exhibition route and refreshments area so visitors do not need to ask for directions.
Keep glue guns, decorative materials and spare labels separate from the public area. They are useful during installation, but should be stored away once projects are photographed, registered and displayed.

Frequently asked questions

How many tables do I need for a school exhibition?: Start with one table for each large project or display group, then add extra tables for refreshments, registration and materials. For 20 projects, a practical starting point is 20 display spaces plus 2 to 4 service tables, adjusted to the project sizes.
How many cups and plates should I buy for a school exhibition?: Count one cup and one plate per expected visitor, then add about 10% extra. For 100 visitors, prepare at least 110 cups and plates, with separate coffee cups if you are serving coffee.
When should I buy supplies for a school exhibition?: Complete the main shopping at least 3 to 5 days before opening. Check borrowed furniture, presentation boards, cables and serving equipment again 1 day before setup so missing items can still be replaced.
What equipment is easy to forget for a school exhibition?: Extension cords, power strips, thermos flasks, serving trays and wayfinding signs are commonly missed. Check these at least 24 hours before opening, along with labels, wall protection and spare table décor.

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