What you need for a sustainability fair

A sustainability fair needs more than exhibitor booths and a printed programme. You will need reusable serving items, reliable power, clear route signs, waste bins and equipment for talks or demonstrations. Plan refreshments around the number of registered visitors, exhibitors and speakers, then add a small reserve for late arrivals. This checklist helps you shop and collect the practical items that are easiest to overlook before the doors open.

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What to bring

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

Furniture

Trade show boothsqty 20
Standing tablesqty 20
Visitor chairsqty 120
Foldable tablesqty 12
Bar stoolsqty 12
Coat racksqty 3
Waste binsqty 8
Stoolsqty 10

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 3
Mixer
Extension cordsqty 10
Power stripsqty 12
USB sticksqty 4
Power banksqty 4

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Reusable mugsqty 150
Reusable glassesqty 150
Reusable platesqty 150
Reusable cutleryqty 180
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Pliersqty 8
Measuring cupsqty 3
Ice packsqty 18

Registration

Registration tablesqty 2
Name badge holdersqty 250
Pensqty 40
Clipboardsqty 8
Wristbandsqty 250

Promotion

Program leafletsqty 250
Stand number signsqty 20
Directional signsqty 18
Postersqty 30
Information bannersqty 8
Arrow stickersqty 40

Decorations

Houseplantsqty 20
Burlap table runnersqty 20
Reusable buntingqty 8
Chalkboardsqty 10
Chalk markersqty 20

Catering

Groceries
- Coffee beans - 8 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Oat milk - 12 liters
- Semi-skimmed milk - 8 liters
- Granulated sugar - 3 kilos
- Sweetener - 2 boxes
- Still mineral water - 24 bottles
- Sparkling mineral water - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Ginger beer - 6 bottles
- Lemons - 3 kilos
- Fresh mint - 10 bunches
- Ice cubes - 15 kilos
- Brown baguettes - 30 pieces
- Whole grain wraps - 120 pieces
- Whole-grain crackers - 20 packs
- Plain hummus - 8 kilo
- Hummus paprika - 5 kilos
- Avocado spread - 4 kilos
- Cream cheese - 3 kilos
- Plant-based cream cheese - 3 kilo
- Young cheese - 5 kilos
- Vegan cheese - 3 kilos
- Grilled peppers - 4 kilos
- Cucumbers - 5 kilos
- Tomatoes - 6 kilos
- Arugula - 2 kilos
- Mixed salad - 4 kilo
- Carrots - 4 kilos
- Radish - 2 kilos
- Red bell pepper - 3 kilos
- Red onion - 2 kilos
- Chickpeas - 5 kilos
- Lentils - 4 kilo
- Corn - 3 kilos
- Olives - 3 kg
- Sun-dried tomatoes - 2 kilo
- Pine nuts - 1 kilo
- Walnuts - 2 kilos
- Raisins - 2 kilos
- Apples - 15 kilo
- Bananas - 12 kilo
- Grapes - 8 kilos
- Mandarins - 8 kilos
- Strawberries - 5 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Mixed nuts - 4 kilos
- Rice cakes - 10 packs
- Dates - 3 kilos
- Dark chocolate - 3 kilos
- Vegan cookies - 12 packs
- Oatmeal cookies - 12 packs
- Gluten-free crackers - 6 packs
- Mayonnaise - 3 jars
- Vegan mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 3 jars
- Pesto sauce - 3 kilo
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Italian herbs - 250 grams
- Napkins - 1000 pieces
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Aluminum foil - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 10 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Cleaning vinegar - 4 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Rubber gloves - 12 pairs
- Compostable waste bags - 80 pieces
- Paper towels - 12 packs
- Bandages - 2 boxes

Tips

Plan one visitor chair for each seated place and enough standing tables for busy areas. Add coat racks and waste bins near the entrance, catering point and main activity spaces rather than placing everything in one corner.
Allow at least one power strip and one extension cord for each presentation or demonstration area. Test every laptop, projector, microphone, speaker and mixer before the fair, and bring power banks for devices used away from sockets.
Use reusable mugs, glasses, plates and cutlery for the expected number of catering guests, plus roughly 10% extra. Serving platters and serving spoons should be ready before food arrives, not collected during the first break.
Prepare route signs, booth labels, name badges and printed programmes before shopping day. Keep spare paper, pens and USB sticks available for last-minute exhibitor changes or updated presentation files.
For hot drinks, provide a coffee machine or kettle and enough thermos flasks to keep service moving during the first hour. Check refrigerator and cooler capacity at least one day before the fair, especially if catering is delivered in several batches.

Frequently asked questions

What do I need to buy for a sustainability fair?: Plan for furniture, reusable tableware, refreshments, waste bins, signage materials and presentation equipment. For each presentation area, allow at least one laptop, projector, screen, microphone, speaker, extension cord and power strip.
How many reusable cups and plates do I need for a sustainability fair?: Start with one mug, glass, plate and set of cutlery per expected catering guest, then add about 10% spare. If guests are served in two separate waves, increase the quantity or arrange a washing point between sessions.
How much event equipment is needed for exhibitor booths?: Give each exhibitor the table or booth furniture agreed in the layout, then provide shared visitor chairs, stools or bar stools where people will stop to talk. Confirm the final exhibitor count at least one week before shopping so the furniture order matches the floor plan.
When should I check the sustainability fair shopping list?: Do the first full check at least one week before the fair, after the exhibitor and programme details are confirmed. Recheck quantities, power leads, signage and catering supplies 24 hours before setup, then test the equipment before visitors arrive.

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