Technology Fair shopping list

A technology fair needs more than exhibitor tables and display equipment. You also need a reliable power and network setup, presentation equipment, registration supplies and clear signs for visitors. Use the plan’s shopping list to prepare the venue for exhibitors, speakers and attendees without leaving essential adapters or cables until the last day. Check quantities against your floor plan, exhibitor count and presentation schedule before buying or collecting anything.

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What to bring

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

Furniture

Exhibitor tablesqty 40
Visitor tablesqty 12
Chairsqty 180
Registration desk
High tablesqty 10
Stoolsqty 20
Display casesqty 6
Waste binsqty 12

Equipment

Projector
Projection screen
Laptopsqty 4
Tabletsqty 4
Monitorsqty 8
Extension cordsqty 30
Power stripsqty 30
HDMI cablesqty 8
USB-C adaptersqty 8
Network Switchesqty 4
WiFi routersqty 3
Ethernet cablesqty 40
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Charging stationsqty 6
Power banksqty 10
Extension cordsqty 20

Decorations

Printed trade show bannersqty 8
Direction signsqty 14
Program postersqty 10
Tableclothsqty 45
Name card holdersqty 45
Arrow stickersqty 30

Office

Visitor badgesqty 300
Exhibitor badgesqty 60
Badge holdersqty 360
Lanyardsqty 360
Clipboardsqty 6
Pen setsqty 12
Notepadsqty 250
Printer paperqty 5
Rolls of tapeqty 8
Scissor setsqty 4
Permanent markersqty 12

Tableware

Coffee cupsqty 120
Water glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Coffee potsqty 6
Thermos flasksqty 6
Drink dispensersqty 4
Coolersqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Cable matsqty 20
Safety vestsqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20

Catering

Groceries
- Coffee - 8 packs
- Tea bags - 400 pieces
- Decaffeinated coffee - 2 packs
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 20 liters
- Oat milk - 8 liters
- Lemons - 3 kilogram
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 36 bottles
- Spa Rood - 18 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa - 6 jars
- Mixed nuts - 6 kilograms
- Snacks - 8 bags
- Olives - 4 jars
- Cheese Cubes - 6 kilograms
- Grapes - 8 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Carrots - 5 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Hummus - 12 tubs
- Cream cheese - 3 kilograms
- Young cheese - 4 kilograms
- Smoked chicken breast - 3 kilogram
- Smoked meat - 2 kilograms
- Hummus wraps - 80 pieces
- Sandwich rolls - 250 pieces
- Mini croissants - 180 pieces
- Raisin buns - 100 pieces
- Unsalted butter - 2 kilograms
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Peanut butter - 2 jars
- Jam - 3 jars
- Pepper - 2 mills
- Salt - 2 packs
- Olive oil - 2 bottles
- Herb mix - 4 jars
- Diet cookies - 8 packs
- Gluten-free buns - 24 pieces
- Vegan sandwiches - 36 pieces
- Vegan deli slices - 2 kilograms
- Coffee creamers - 300 pieces
- Stirrers - 500 pieces
- Napkins - 1000 pieces
- Table paper - 4 rolls
- Trash bags - 100 pieces
- Heavy-duty trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 10 bottles
- All-purpose cleaner - 6 bottles
- Glass cleaner - 4 bottles
- Dish soap - 4 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Paper towels - 12 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Food storage containers - 20 pieces
- Ice cubes - 30 kilograms

Tips

Allow at least one power strip and one extension cord for each active exhibitor area, then add 10–15% spare capacity. Keep USB-C adapters and HDMI cables available at registration or the AV desk.
Prepare one registration setup with a table, printed badges, name tags and a tablet or laptop. Print 10–15% more badges and directional signs than your confirmed registration count.
Test the internet connection at least 7 days before the fair with the same laptops, tablets and network equipment you will use on the day. Keep a router, network switch and Ethernet cables available if the venue WiFi is unreliable.
Match the projector, screen, monitors, microphones and speakers to the presentation room before purchasing or collecting them. Keep at least 2 spare batteries or a backup microphone available for a full-day programme.
Place one waste bin near registration, catering and each main exhibition zone, and provide a charging station or power banks for long visits. Put banners, programme posters and direction signs up before exhibitors arrive.

Frequently asked questions

What equipment do I need for a technology fair?: Plan for exhibitor tables, display screens or monitors, laptops or tablets, a projector and screen, microphones, speakers, power strips and extension cords. Add networking equipment such as a WiFi router, network switch and Ethernet cables, with 10–15% spare cables and adapters.
How many extension cords and power strips should I buy?: Start with one extension cord and one power strip per exhibitor or demonstration area, then add 10–15% spares. Confirm the venue’s available circuits before connecting equipment, especially for charging stations, monitors and presentation equipment.
How many badges and signs do I need for a technology fair?: Prepare badges for every confirmed attendee, exhibitor, speaker and organiser, plus 10–15% extra for late registrations or replacements. Print at least one direction sign for each entrance, registration point, presentation room and major route shown on the floor plan.
When should I test the internet and presentation equipment?: Test the internet connection and presentation equipment at least 7 days before the fair, then run a second check during venue setup. Collect presentations and test every laptop, adapter, projector, microphone and speaker no later than the day before the event.

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