What to buy for a senior fair

A senior fair needs more than exhibitor tables and chairs. Visitors must be able to register easily, find their way around, sit comfortably and hear the programme without straining. Use this shopping list to prepare refreshments, serving items, signs and presentation equipment before the venue opens. Check exhibitor requirements early, especially power access, microphones and wheelchair-accessible tables, because replacements are difficult to arrange on the day.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 180
Bar stoolsqty 8
Buffet tablesqty 4
Registration desk
Coat racksqty 4
Wheelchair-accessible tablesqty 4

Tableware

Coffee cupsqty 180
Glassesqty 180
Paper cupsqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen
Mobile phoneqty 2

Decorations

Tableclothsqty 24
Flower arrangementsqty 8
Welcome sign
Plantsqty 10
Directional signsqty 12
Stand number signsqty 30
Name badgesqty 200
Table décorqty 24

Lighting

Standing lampsqty 6
LED light stringsqty 4

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Cutting boardsqty 3
Bread knivesqty 3
Cooler cratesqty 4
Oven mittsqty 2
Serving traysqty 8

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea assortment - 8 boxes
- Herbal tea - 3 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Iced tea - 4 bottles
- Sandwich rolls - 220 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Cucumbers - 3 kilos
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Eggs - 30 pieces
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Yogurt - 6 liter
- Muesli - 2 kilo
- Butter cookies - 5 kg
- Oatmeal cookies - 3 kilos
- Raisin buns - 100 pieces
- Nut mix - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Low-salt crackers - 6 packs
- Rice cakes - 6 packs
- Diet-free snacks - 120 pieces
- Gluten-free rolls - 20 pieces
- Vegan toppings - 1 kilo
- Gluten-free cookies - 4 packs
- Lactose-free milk - 3 liters
- Ice cubes - 10 kilos
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Bandages - 2 boxes

Tips

Plan roughly 2 to 3 drinks per visitor for the first hour, then 1 to 2 drinks for each additional hour. Include coffee, tea and water, and cool drinks at least 3 hours before doors open.
Allow 1 coffee cup, 1 glass or paper cup, 1 plate and 1 set of cutlery per expected visitor, plus a 10% reserve. Order extra cups and spoons first, as these run out quickly at a busy registration or refreshment table.
Set up at least one wheelchair-accessible table and leave clear routes between stands. Check the layout 2 hours before opening so tables, chairs and display materials do not narrow the aisles.
Test every coffee machine, kettle, mobile speaker and wireless microphone at least 90 minutes before the fair starts. Bring extension cords and power strips, and keep cables away from visitor routes.
Prepare the registration table, welcome sign, name badges and visitor lists before exhibitors arrive. Put route signs up at least 1 hour before opening; late signage is easy for visitors to miss in a large venue.

Frequently asked questions

How much coffee do I need for a senior fair?: Plan about 2 cups per visitor for the first 2 hours, then 1 additional cup per visitor for every extra 2 hours. Add a 10% reserve for speakers, exhibitors and refills.
How many chairs and tables are needed for a senior fair?: Provide seating for at least 20% of expected visitors at one time, with extra chairs near presentation areas. Include at least one wheelchair-accessible table and check the stand layout 2 hours before opening.
When should I buy drinks and disposable tableware for a senior fair?: Buy non-perishable tableware and serving items 1 to 2 weeks in advance. Buy chilled drinks and other fresh catering supplies 1 to 2 days before the fair, then cool them at least 3 hours before opening.
When should I test the microphone and presentation screen?: Test the wireless microphones, mobile speakers, laptop and presentation screen at least 90 minutes before visitors arrive. Repeat the sound check after the room is set up, because furniture and people can affect volume.

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