Technology Fair shopping list

A technology fair needs more than tables and screens. Exhibitors may arrive with laptops, robots, or VR equipment that require extra power, network access, adapters, and secure demonstration space. This shopping list covers the practical equipment, furniture, cables, and serving items to have ready before the venue opens. Check quantities against the final floor plan, exhibitor registrations, demonstrations, and expected visitor numbers at least one week before the fair.

Organize this event for free with Lizzt

What to bring

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

Furniture

Trade fair tablesqty 24
Bar stoolsqty 24
Visitor chairsqty 80
Registration desk
Lounge armchairsqty 8
Foldable tablesqty 6
Waste binsqty 10

Equipment

Laptopsqty 4
Presentation screensqty 4
Projector
Projection screen
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Webcamsqty 2
VR headsetsqty 3
Demo robotsqty 2
Power banksqty 8
USB hubsqty 8
Extension cordsqty 16
Power stripsqty 20
Cable reelsqty 6
HDMI cablesqty 8
USB-C cablesqty 12
Network cablesqty 12
Wireless routersqty 2
Laser pointersqty 2

Tableware

Coffee cupsqty 100
Water glassesqty 100
Wine glassesqty 60
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4

Decorations

Exhibitor signsqty 24
Directional signsqty 12
Program postersqty 12
Buntingqty 8
Tableclothsqty 24
Name badge holdersqty 180

Lighting

LED string lightsqty 8
LED work lightsqty 6
Emergency lightsqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 24
Hand soap dispensersqty 6

Catering

Groceries
- Coffee beans - 3 kilo
- Decaf coffee - 500 grams
- Tea bags - 200 pieces
- Herbal tea - 40 bags
- Sugar - 2 kilos
- Sweeteners - 250 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 4 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 15 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Lemons - 2 kilos
- Limes - 1 kilo
- Coins - 8 bunches
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Mini sandwiches - 240 pieces
- Mini wraps - 180 pieces
- Vegetarian wraps - 60 pieces
- Vegan wraps - 40 pieces
- Mini quiches - 120 pieces
- Vegetarian quiches - 40 pieces
- Vegan snacks - 40 pieces
- Gluten-free snacks - 30 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Grapes - 4 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Strawberries - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Mixed nuts - 3 kilo
- Student mix - 2 kilo
- Rice crackers - 6 packs
- Olives - 6 jars
- Sun-dried tomatoes - 4 jars
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Vegan cheese - 1 kilo
- Cold cuts - 2 kilos
- Chicken breast slices - 2 kilos
- Pesto - 6 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Chili sauce - 3 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Garbage bags for glass - 20 pieces
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes

Tips

Plan one clearly marked power route for each demonstration area, then add spare extension cords, power strips, and cable reels. Keep cables away from visitor paths and check every connection before exhibitors arrive.
Count presentation screens, projectors, microphones, speakers, and HDMI or USB-C cables against the programme rather than buying one generic set. Keep at least one spare cable for each connection type used on the day.
Give every exhibitor enough table space for their equipment and a chair or stool where needed. VR headsets, demo robots, and laptops need room for visitors to watch or try them without blocking walkways.
Prepare registration and signage supplies before the first exhibitor arrives. A registration desk, printed programme, name badges, exhibitor signs, and waste bins are easy to overlook until setup has already started.
Keep power banks, USB hubs, network cables, wireless routers, and basic adapters together at the registration or technical desk. Label shared equipment so it can be returned after demonstrations and presentations finish.

Frequently asked questions

What equipment do I need for a technology fair?: Start with presentation screens or a projector, microphones, speakers, laptops, webcams, cables, power strips, extension cords, and network equipment. Add demonstration hardware such as VR headsets or demo robots only where the exhibitor plan requires it.
How many extension cords and power strips should I buy for a technology fair?: Count the powered tables and demonstration stations on the final floor plan, then provide at least one suitable power connection per station. Keep several spare extension cords and power strips available because exhibitors often need extra connections during setup.
When should I buy technology fair supplies?: Complete the main shopping at least one week before the fair, after the exhibitor list and floor plan are stable. Test screens, projectors, microphones, cables, routers, and demonstration equipment no later than the day before opening.
What should I bring for visitor registration at a technology fair?: Prepare a registration desk, name badges, printed programmes, exhibitor signs, chairs where needed, and waste bins. Put these items in the venue before exhibitors arrive so registration can open without interrupting technical setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.