Science Fair Shopping List

A science fair needs more than experiment materials. You will also need a clear visitor route, display equipment, registration supplies, working presentation technology, and enough power for every demonstration. Plan tables and presentation boards around the number of exhibitors, then add spare stationery, cables, and signage for the parts people tend to overlook. This shopping list covers the practical items to buy, borrow, or bring before the fair opens.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 120
Bar stoolsqty 8
Reception desk
Waste binsqty 10
High tablesqty 8

Presentation

Presentation boardsqty 24
Poster standsqty 12
Name badgesqty 80
Pensqty 40
Clipboardsqty 12
Worksheetsqty 250
Ballotsqty 200
Certificatesqty 40
Directional signsqty 16
Tapeqty 12
Painter's tapeqty 12
Scissorsqty 12
Glue sticksqty 20

Equipment

Laptopsqty 12
Tabletsqty 8
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 16
Charging cablesqty 20
USB sticksqty 8
Timersqty 12
Stopwatchesqty 12
Calculatorsqty 12
Magnifying glassesqty 20
Digital thermometersqty 8
Flashlightsqty 12

Kitchen

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 8
Serving tongsqty 8
Small bowlsqty 20
Measuring cupsqty 12
Funnelsqty 12
Mixing bowlsqty 12

Tableware

Reusable cupsqty 160
Platesqty 160
Cutlery setsqty 160
Coffee cupsqty 80
Teaspoonsqty 80
Water jugsqty 8

Decorations

Tableclothsqty 24
Buntingqty 10
Balloonsqty 100

Lighting

LED string lightsqty 6

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 30
Glovesqty 20

Safety

Safety gogglesqty 80
Nitrile glovesqty 200
Protective apronsqty 40
Barrier tapeqty 4
Warning signsqty 12

Science materials

Plastic cupsqty 300
Glass jarsqty 60
Test tubesqty 120
Pipettesqty 100
Pipette tipsqty 300
Graduated cylindersqty 24
Plastic spoonsqty 100
Wooden spatulasqty 100
Magnetsqty 40
Copper wireqty 10
LED lightsqty 40
Batteriesqty 40
Balloon tastingqty 100

Catering

Groceries
- Coffee - 3 packs
- Tea bags - 200 pieces
- Decaf coffee - 1 pack
- Sugar - 2 kilos
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Water - 60 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Multifruit juice - 8 cartons
- Sparkling water - 12 bottles
- Ice cubes - 12 bags
- Apples - 60 pieces
- Bananas - 50 pieces
- Grapes - 8 kilos
- Mandarins - 50 pieces
- Cucumbers - 12 pieces
- Carrots - 8 kilos
- Cherry tomatoes - 6 kilos
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Popcorn - 6 bags
- Salted sticks - 6 bags
- Rice cakes - 8 packs
- Crackers - 8 packs
- Whole wheat bread - 10 loaves
- White bread - 6 loaves
- Wholemeal wraps - 8 packs
- Young cheese - 4 kilos
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Halal chicken breast - 3 kilos
- Herb cheese - 8 tubs
- Vegan spread - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Yogurt dressing - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 kilo
- Pepper - 2 mills
- Paprika powder - 1 jar
- Cinnamon - 1 jar
- Baking powder - 2 sachets
- Granulated sugar for tastings - 3 kilo
- Baking soda - 2 kilos
- Cleaning vinegar - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper napkins - 500 pieces
- Wooden stirrers - 300 pieces
- Coffee filters - 2 packs
- Paper straws - 200 pieces
- Agar-agar - 500 grams
- Cornstarch - 2 kilos
- Red cabbage indicator - 2 kilos
- Dry ice - 5 kilos
- Vegetable oil for tasting - 4 liters
- Colorings - 6 bottles
- Gelatin - 2 boxes
- Eggs - 60 pieces
- Flour - 5 kilo
- Vinegar - 4 bottles
- Dish brushes - 6 pieces

Tips

Plan one display table and one presentation surface per exhibitor unless several projects are designed to share a station. Add at least 10% extra table or display capacity for late changes and equipment that does not fit on the main setup.
Count one name badge, pen, worksheet, and clipboard for every participant or visitor who will register, vote, or complete an activity. Prepare at least 10% extra badges and printed sheets so last-minute registrations do not leave anyone without supplies.
Match every laptop, tablet, projector, and speaker to the demonstrations that need it, then bring one spare charging cable for every five devices. Test all equipment together before the fair rather than discovering incompatible connections during setup.
Allow one extension cord and one power strip for each separate demonstration area that needs electricity, keeping cables secured with painter’s tape. Bring extra tape, scissors, and cable length for stations that end up farther from the sockets than expected.
Place directional signs at the entrance, registration desk, room junctions, and each presentation area. Print certificates and handouts at least two working days before the fair, and keep a small reserve for replacements or late exhibitors.

Frequently asked questions

What supplies do I need for a science fair?: Plan for display tables, presentation boards or poster stands, name badges, pens, worksheets, signs, certificates, and basic setup materials such as tape, scissors, and glue sticks. You may also need laptops, projectors, screens, speakers, microphones, timers, extension cords, and power strips for demonstrations.
How many tables do I need for a science fair?: Start with one table per exhibitor or project station, then add about 10% spare capacity. For example, 20 exhibitors need 20 main tables plus 2 extra tables for shared equipment, registration, or last-minute changes.
How much printing is needed for a science fair?: Print one name badge and certificate for each confirmed participant, one worksheet or handout for each expected user, and 10% extra copies. Finish printing at least two working days before the event so corrections and replacements are still possible.
How early should I buy science fair supplies?: Order furniture, presentation boards, technology, and specialist experiment materials at least two to three weeks before the fair. Buy stationery, tape, signs, and printing supplies one week ahead, then check the complete shopping list again two days before setup.

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