What you need for a security fair

A security fair needs more than exhibitor tables and a registration desk. Visitors must find their way around, exhibitors need reliable power and internet, and demonstrations require clear safety arrangements. Plan furniture by exhibitor count, then add the equipment needed for presentations, badge printing and communication on the floor. Order printed materials and catering early so missing signs, badges or cups do not become a last-minute problem.

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What to bring

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

Furniture

Trade fair tablesqty 24
Exhibition chairsqty 80
Registration deskqty 2
Bar stoolsqty 8
Display wallsqty 24
Clothes racksqty 4

Equipment

Laptopqty 4
Printerqty 2
Projector
Projection screen
Laptop speakersqty 2
Extension cordsqty 12
Power stripsqty 12
HDMI cablesqty 4
Walkie-talkiesqty 8
Charging stationsqty 2
Mobile Wi-Fi router
Barcode scannersqty 2

Lighting

LED light panelsqty 12
Desk lampsqty 8

Decorations

Entrance banner
Table signsqty 24
Route signsqty 12
Program postersqty 8
Speaker board
Tableclothsqty 24

Tableware

Coffee cupsqty 120
Water glassesqty 160
Platesqty 160
Cutlery setsqty 160
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Bread knivesqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ice cubes - 20 kilo
- Mini rolls - 300 pieces
- Young cheese - 4 kilos
- Back ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 4 kilos
- Rice cakes - 6 packs
- Apples - 120 pieces
- Bananas - 80 pieces
- Grapes - 8 kilos
- Mini muffins - 180 pieces
- Cookies - 10 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Olive oil - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 600 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Coffee filters - 2 boxes
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles

Registration

Name badgesqty 300
Badge holdersqty 300
Lanyardsqty 300
Clipboardsqty 6
Pen setsqty 12
Visitor formsqty 350

Safety

First aid kitsqty 2
Flashlightsqty 6
Safety vestsqty 12
Bollardsqty 12
Barrier tapeqty 4
Fire extinguishersqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Trash binsqty 12
Cleaning clothsqty 24
Rubber glovesqty 12
Hand broomsqty 4
Dustpan and brushqty 4

Tools

Measuring tapeqty 2
Switch keysqty 2
Screwdriver setsqty 2
Cable tiesqty 200
Gaffer tapeqty 8
Scissorsqty 6
Utility knivesqty 2
Spare batteriesqty 40

Documentation

Exhibitor foldersqty 30
Program flyersqty 400
House rulesqty 30
Emergency Instructionsqty 20
Floor plansqty 400
Notepadsqty 250
Presentation remoteqty 2

Tips

Allow one trade fair table and at least two exhibition chairs per exhibitor space, then add one registration desk and two to four bar stools for informal conversations. Confirm the final exhibitor list before ordering furniture.
Bring one laptop, printer and barcode scanner setup for visitor registration, plus spare badge stock and wristbands. Test the printer and scanners at least one day before opening.
Plan one extension cord and one power strip for each active demonstration or presentation area, with extra HDMI cables and a charging station at registration. Keep cables away from visitor routes and mark them clearly.
Use an entrance banner, table signs and route signs at every major turn, and print maps and program posters before the setup day. Prepare at least 10% extra signs and badges for replacements and walk-in visitors.
For a full opening day, budget roughly two to three drinks per person during the first hour, then one per person per hour. Order coffee cups, water glasses, plates and cutlery for the expected attendance plus a 10% reserve.

Frequently asked questions

What equipment do I need for a security fair?: Plan a laptop, printer, barcode scanners, mobile Wi-Fi router, walkie-talkies and charging stations for operations. For presentations, allow one projector, projection screen, speakers and HDMI connection per presentation area, plus spare cables.
How many tables and chairs do I need for a security fair?: Start with one trade fair table and two chairs per exhibitor pitch. Add one registration desk, two to four bar stools for discussions and extra chairs for speakers, demonstrations or waiting visitors.
When should I order security fair signs and badges?: Order printed badges, wristbands, maps and route signs at least 10 working days before the fair. Keep a 10% reserve for corrections, damaged items and visitors who register after the first print run.
How much catering tableware is needed for a security fair?: Order one coffee cup, water glass, plate and cutlery set per expected meal or service moment, plus 10% extra. For drinks, plan two to three per person in the first hour and one per person for each later hour.

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