Startup Fair shopping list

A Startup Fair needs more than tables for exhibitors. You also need a clear registration point, reliable presentation equipment, visible signs, power access and enough tableware for breaks. Use this list to check what must be bought, hired or brought in before the event. Base quantities on your exhibitor and visitor numbers, then add a small reserve for damaged badges, extra drinks and last-minute equipment changes.

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What to bring

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

Furniture

Trade fair tablesqty 24
Chairsqty 180
Bar stoolsqty 20
Registration desk
Lounge sofasqty 4
High tablesqty 12
Display panelsqty 24
Brochure racksqty 12

Equipment

Projector
Projection screen
Laptopqty 2
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 4
Coolersqty 4
Wi-Fi routerqty 2

Decorations

Booth coversqty 12
Company name signsqty 12
Route signsqty 10
Program standsqty 6
Plantsqty 12
Tableclothsqty 24
Buntingqty 8
Name badge holdersqty 180

Tableware

Coffee cupsqty 180
Glassesqty 220
Platesqty 200
Cutlery setsqty 200

Kitchen

Coffee machinesqty 3
Thermos flasksqty 6
Water jugsqty 8
Serving traysqty 6
Soup ladlesqty 4

Cleaning

Waste binsqty 12
Vacuum cleaner
Mopsqty 2
Cleaning bucketsqty 2

Lighting

Standing lampsqty 8
LED light stringsqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 8 liters
- Lemon - 2 kilos
- Spa Blauw - 30 bottles
- Spa Rood - 20 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 6 bottles
- Alcohol-free sparkling wine - 6 bottles
- Baguettes - 25 pieces
- Wholemeal rolls - 120 pieces
- Wraps - 120 pieces
- Young cheese - 5 kilos
- Hummus - 4 kilos
- Herb cream cheese - 3 kilo
- Smoked chicken breast - 4 kilo
- Raw ham - 3 kilos
- Egg salad - 3 kilos
- Tomatoes - 5 kilos
- Cucumbers - 4 kilos
- Lettuce - 12 heads
- Bell peppers - 3 kilos
- Red onion - 2 kilos
- Olives - 3 kg
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 5 kilo
- Grapes - 8 kilos
- Apples - 100 pieces
- Bananas - 60 pieces
- Mini cookies - 6 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 250 pieces
- Wooden stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 60 pieces
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces

Tips

Plan one trade fair table and two chairs per exhibitor unless a different stall layout has been assigned. Add one display panel, brochure rack or company sign per stall so exhibitors can be identified from the aisle.
Set up one registration desk with badge holders, a laptop and a charging point. Prepare 10% more name badges than registered attendees, because replacements and walk-ins are common on the day.
For presentations, arrange one projector, one screen, one laptop, two wireless microphones and at least one microphone stand. Test every presentation format and keep two extension cords and power strips available before doors open.
Place route signs at the entrance, registration area, toilets and main room, and use one program stand near registration. Print at least 10% more program leaflets than confirmed attendees so late registrations do not leave people without a schedule.
For catering, match cups, glasses and plates to the confirmed headcount and add a 10% buffer. Put coolers near the service area, not beside the registration desk, and provide a dedicated charging station for exhibitors and speakers.

Frequently asked questions

What do I need for a Startup Fair?: You need exhibitor tables and chairs, a registration desk, signage, name badge holders, presentation equipment, power supplies, Wi-Fi and tableware. Confirm the final quantities after exhibitor and attendee registration closes, ideally 7 days before the fair.
How many tables do I need for a Startup Fair?: Plan one trade fair table per confirmed exhibitor, then add 1–2 spare tables for registration, catering or unexpected changes. Finalise the layout at least 3 days before setup so you can identify missing furniture in time.
How many name badges should I print for a Startup Fair?: Print one badge for every registered attendee, exhibitor, speaker and volunteer, plus 10% extra. Prepare the badges at least 2 days before the event and leave blank replacements at the registration desk.
What presentation equipment is needed for a Startup Fair?: Arrange one projector, one projection screen, one laptop, two wireless microphones, one microphone stand, extension cords and power strips. Test the complete setup at least 2 hours before the first presentation and keep a backup laptop or presentation copy available.

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