What you need for a Startup Fair

A Startup Fair needs more than tables and coffee. You need a clear registration point, reliable presentation equipment, practical booth furniture and enough serving supplies for exhibitors, speakers and visitors. Plan quantities from your registration numbers, then add a small buffer for late arrivals and replacements. Check power, cables and room setup before shopping day; these are easy to overlook and difficult to fix once exhibitors are setting up.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Bar stoolsqty 12
Registration desk
Clothes racksqty 2
Waste binsqty 8

Equipment

Laptopsqty 3
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 8
Power stripsqty 10
HDMI cablesqty 3
Power banksqty 4

Tableware

Glassesqty 100
Coffee cupsqty 80
Small platesqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Bottle openersqty 4

Decorations

Fabric tableclothsqty 18
Plantsqty 12
Name card holdersqty 80
Stand signsqty 20
Clipboardsqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Cleaning cart
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon slices - 3 nets
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilo
- Mini sandwiches - 180 pieces
- Vegetable wraps - 100 pieces
- Chicken wraps - 100 pieces
- Mini quiches - 120 pieces
- Falafel balls - 120 pieces
- Hummus - 6 tubs
- Herb cream cheese - 4 tubs
- Olives - 4 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Grapes - 6 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Brownies - 100 pieces
- Cookies - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Wooden stirrers - 500 pieces
- Paper napkins - 500 pieces
- Paper cups - 250 pieces
- Paper straws - 250 pieces
- Paper plates - 150 pieces
- Trash bags - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs

Tips

Set up one registration desk with the printed registration list, name badges and pens, and keep a second set of badges ready for walk-ins or spelling corrections.
For each presentation area, check the projector, projection screen, speakers, wireless microphones, microphone stand, HDMI cables and power strips together. Test the full setup at least one day before the fair.
Count one chair per seated guest, plus the stools and tables needed at booths. Keep spare chairs available so a busy booth does not block an aisle or require furniture to be moved during the event.
Plan coffee service by expected attendance rather than venue size: allow at least one coffee cup per guest for the first serving and keep extra cups, glasses, small plates and cutlery available for replenishment.
Buy or collect waste bins before the venue opens and place them near registration, catering and booth areas. Add coolers, bottle openers, serving platters and serving tongs if food or cold drinks are being served.

Frequently asked questions

What furniture do I need for a Startup Fair?: Plan tables and chairs for every booth and presentation area, plus a registration desk. Add bar stools or clothes racks only where the booth layout requires them, and keep 5–10% spare seating if space allows.
How much AV equipment is needed for a Startup Fair?: Each presentation area needs a projector, projection screen, speakers and a microphone setup. Prepare at least one wireless microphone, one microphone stand, one HDMI cable and one power strip per active area, with a spare HDMI cable on hand.
How many coffee cups and glasses should I buy for a Startup Fair?: Start with one coffee cup and one glass per expected guest, then add 10–15% for replacements and extra servings. For a 100-person fair, that means at least 110 cups and 110 glasses before accounting for reusable washing capacity.
When should I buy supplies for a Startup Fair?: Check the shopping list 7 days before the fair and complete the main shopping 2–3 days beforehand. Collect printed materials, badges and presentation cables no later than the day before setup.

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