Science fair shopping list

A science fair needs more than tables and display materials. Plan for registration, presentations, demonstrations, refreshments, and the cables and adapters that keep equipment running. Use this list to check what must be bought, borrowed, or brought to the venue. Count serving items against your expected visitor numbers, and test technical equipment before the event rather than discovering a missing cable during setup.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Registration desk
Bar stoolsqty 6
Tableclothsqty 24

Equipment

Laptopsqty 6
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
USB sticksqty 6
Pillar cordsqty 2
Power banksqty 4
Cable tiesqty 100
Gaffer tapeqty 6
Glue gunsqty 4
Flashlightsqty 4

Tableware

Coffee cupsqty 100
Drinking glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Coffee potsqty 4
Water jugsqty 6
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Small bowlsqty 12
Pliersqty 8
Measuring cupsqty 6
Thermos flasksqty 6

Decorations

Trade show bannersqty 6
Directional signsqty 20
Exhibitor signsqty 30
Table signsqty 30
Name badgesqty 100
Clipboardsqty 20
Pensqty 100
Notepadsqty 80
Ballot box
Prizesqty 3
Wristbandsqty 250
Wire racksqty 12

Lighting

LED lightsqty 12
String lightsqty 6

Safety

Safety gogglesqty 40
Nitrile glovesqty 200
Fire extinguishersqty 2
Warning tapeqty 4
First aid kitsqty 2

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Vacuum cleaner

Catering

Groceries
- Coffee - 4 packs
- Tea selection - 3 boxes
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon slices - 3 nets
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 12 bags
- Stir sticks - 250 pieces
- Napkins - 500 pieces
- Soft rolls - 120 pieces
- Whole grain bread - 8 loaves
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 4 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Lettuce - 8 heads
- Peppers - 3 kilograms
- Butter - 2 kilograms
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Currant buns - 60 pieces
- Muesli bars - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted breadsticks - 6 bags
- Popcorn - 6 bags
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Cookies - 8 packs
- Gluten-free sandwiches - 12 pieces
- Vegan toppings - 6 packages
- Nut-free snack bars - 40 pieces
- Trash bags - 4 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Paper towels - 12 packs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Freezer bags - 2 boxes

Tips

Set aside one registration desk, enough chairs for exhibitors and visitors, and at least one table per planned display. Confirm the floor plan before hiring or borrowing furniture so you do not run short on usable table space.
For refreshments, count one coffee cup, drinking glass, plate, and cutlery set per expected guest, then add 10% extra. Provide serving spoons, trays, coffee pots, and water jugs separately; these are easy to overlook when counting place settings.
Match every laptop, projector, screen, speaker, microphone, and mixer to the required cables and power points. Bring at least one spare extension cord, power strip, USB stick, and power bank for equipment that is moved during the day.
Prepare signage and name badges before setup day. Print information signs, exhibitor badges, and directional signs at least 24 hours in advance, and keep spare paper, pens, cable ties, and gaffer tape at the registration desk.
Demonstrations need a practical backup kit. Pack glue guns, flashlights, pillar cords, cable ties, and gaffer tape together, and check every demonstration material against the final exhibitor list at least 48 hours before doors open.

Frequently asked questions

What do I need for a science fair?: Plan for furniture, registration, presentation equipment, demonstration supplies, refreshments, signage, and name badges. Check the shopping list at least 48 hours before the fair and separate items that must be bought from those that can be borrowed.
How many cups and glasses do I need for a science fair?: Allow one coffee cup and one drinking glass per expected guest, plus 10% spare. For 100 guests, prepare at least 110 cups and 110 glasses, along with plates and cutlery if food is served.
What AV equipment is needed for a science fair?: Depending on the program, prepare laptops, a projector, projection screen, speakers, microphone, and mixer. Check every device and connection at least one day before the event, including extension cords, power strips, and USB sticks.
When should I buy supplies for a science fair?: Buy non-perishable supplies and printed materials at least one week ahead. Complete the final check 48 hours before the event so missing demonstration materials, tableware, cables, or signage can still be replaced.

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