Study choice fair shopping list

A study choice fair needs more than presentation stands and leaflets. You will need furniture for information desks and presentation areas, reliable equipment for talks, and enough coffee, cups and serving ware for visitors and exhibitors. Buy or reserve items early when quantities depend on registrations, especially chairs, microphones and catering supplies. Use this list alongside the venue map and presentation schedule so equipment, power and refreshments are available in the right places.

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What to bring

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

Furniture

Information desksqty 2
Standing tablesqty 24
Presentation tablesqty 4
Visitor chairsqty 180
Bar stoolsqty 12
Folding chairsqty 20
Coat racksqty 4
Waste binsqty 12
Changing room setup

Equipment

Laptopsqty 4
Projectorqty 2
Projection screensqty 2
Speakersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Extension cordsqty 12
Power stripsqty 12
USB sticksqty 4
Mobile card terminalsqty 2
Walkie-talkiesqty 8
Chargersqty 8
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8

Tableware

Coffee cupsqty 180
Drinking glassesqty 180
Serving traysqty 8
Platesqty 180
Cutlery setsqty 180
Coffee spoonsqty 80
Pitchersqty 6

Decorations

Tableclothsqty 30
Table signsqty 30
Roll-up bannersqty 8
Welcome sign
Route signsqty 16
Directional signsqty 20
Chalkboardsqty 6
Table décorqty 12
Adhesive stripsqty 6
Cable matsqty 12

Lighting

LED floor lampsqty 8
String lightsqty 4

Kitchen

Serving bowlsqty 12
Serving spoonsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Bottle openersqty 4

Registration

Name badge holdersqty 250
Badge clipsqty 250
Pensqty 50
Clipboardsqty 8
Registration foldersqty 8
Visitor formsqty 300
Program bookletsqty 300
Information foldersqty 250
Wristbandsqty 250
Cash box
Name stickersqty 300

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand broomsqty 4

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea assortment - 6 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 16 liters
- Oat milk - 8 liters
- Coffee cream - 4 bottles
- Cocoa powder - 2 packs
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Sparkling juice - 4 bottles
- Lemons - 2 kilos
- Fresh mint - 6 bunches
- Ice cubes - 12 bags
- Stirrers - 500 pieces
- Napkins - 500 pieces
- Cheese mini sandwiches - 120 pieces
- Mini chicken sandwiches - 100 pcs
- Mini Hummus Sandwiches - 80 Pieces
- Mini chicken sandwiches - 80 pcs
- Gluten-free rolls - 20 pieces
- Lactose-free rolls - 20 pieces
- Butter - 4 packs
- Cream cheese - 4 tubs
- Hummus - 6 tubs
- Cheese slices - 3 kilos
- Ham slices - 2 kilo
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted pretzels - 6 bags
- Rice cakes - 6 packs
- Muesli bars - 120 pieces
- Cookies - 8 packs
- Brownies - 100 pieces
- Vegan cookies - 4 packs
- Gluten-free cookies - 4 packs
- Hummus dip - 6 tubs
- Guacamole - 6 containers
- Salsa - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 4 jars
- Mixed nuts - 4 kilos
- Peanuts - 3 kilos
- Vegan snack mix - 4 kilos
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand gel - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 6 bottles
- Glass cleaner - 3 bottles
- Disinfectant wipes - 12 packs
- Residual waste trash bags - 120 pieces
- Plastic trash bags - 60 pieces
- Paper trash bags - 40 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Freezer bags - 2 boxes
- Food containers - 30 pieces
- Allergen labels - 100 pieces
- Paper snack trays - 300 pieces
- Cardboard lunch boxes - 100 pcs

Tips

Plan seating from the registration total: use visitor chairs and folding chairs for presentations, and reserve bar stools or standing tables for informal conversations. Add a small buffer rather than waiting for the final attendee count.
Test every laptop, projector, screen, speaker and wireless microphone at least 1 day before the fair. Pack extension cords, power strips, chargers and USB sticks together so a missing cable does not delay a presentation.
Match coffee machines, kettles and thermos flasks to the busiest arrival period, not the whole day. Prepare coffee cups, drinking glasses, plates and cutlery before exhibitors arrive so serving does not compete with registration.
Place one information desk near the entrance and keep signage visible from the main route. Print the participant list and name badges before opening, with spare badges and pens available for last-minute registrations.
Count waste bins, coat racks and coolers as part of the visitor flow. These are easy to overlook when ordering furniture, but missing one near catering or the entrance creates avoidable queues and clutter.

Frequently asked questions

What equipment do I need for a study choice fair?: For each presentation area, plan a laptop, projector, projection screen, speakers and a wireless microphone, plus a microphone stand where needed. Keep at least 1 spare USB stick, charger and power strip available for technical problems.
How many chairs do I need for a study choice fair?: Start with the number of registered visitors expected in the largest presentation session, then add about 10% spare seating. Count separate chairs for information desks, exhibitors and any changing room setup.
How much coffee and tableware should I buy for a study choice fair?: Use the registration total and the planned opening hours to estimate drinks, then add roughly 10% extra cups and glasses for spills and repeat servings. Order plates, cutlery sets and serving trays for the catering quantity, with a buffer for presenters and exhibitors.
When should I prepare the study choice fair shopping list?: Make the first order or reservation at least 2 to 3 weeks before the fair, once the venue and expected attendance are known. Confirm final quantities 3 to 5 days beforehand after registrations, dietary requirements and the presentation schedule are processed.

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