Technology Fair shopping list
A Technology Fair needs more than exhibition tables and screens. You also need the right cables, power distribution, presentation equipment, registration supplies and refreshments ready before exhibitors arrive. Plan one exhibition table per pitch, plus chairs or stools based on how long exhibitors will be standing. For each presentation area, check whether you need a projector, screen, microphone or speakers. Buy drinks, coffee cups, glasses and plates only after registration closes, using the final attendee count and dietary information.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Exhibition tablesqty 24
- High tablesqty 12
- Chairsqty 80
- Display wallsqty 24
- Registration desk
- Stoolsqty 12
Equipment
- Laptopsqty 4
- Tabletsqty 4
- Screensqty 6
- Projectorsqty 2
- Projection screensqty 2
- Webcamsqty 4
- Presentation clickersqty 4
- Wi-Fi routersqty 3
- USB chargersqty 12
- Extension cordsqty 8
- Power stripsqty 24
- HDMI cablesqty 12
- USB-C cablesqty 12
- Ethernet cablesqty 12
- Cable traysqty 12
- Cable matsqty 10
- Power banksqty 6
- Label printersqty 2
- Handheld microphonesqty 2
- Portable speakersqty 2
- Tool casesqty 2
Tableware
- Coffee cupsqty 120
- Glassesqty 180
- Platesqty 180
- Cutlery setsqty 180
- Serving spoonsqty 12
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Coolersqty 6
- Thermos flasksqty 6
- Serving plattersqty 12
- Serving trays with lidsqty 8
- Cutting boardsqty 4
- Bread knivesqty 4
- Food tongsqty 8
Decorations
- Company bannersqty 12
- Tablecloth setsqty 24
- Directional signsqty 12
- Program postersqty 8
- Exhibitor signsqty 24
- Information boardsqty 8
Lighting
- LED work lightsqty 8
- String lightsqty 4
Cleaning
- Waste binsqty 12
- Broom setsqty 3
- Mopsqty 3
- Bucketsqty 3
Catering
- Groceries
- Coffee beans - 4 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blue - 72 bottles
- Spa Red - 24 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 4 kilos
- Rice cakes - 6 packs
- Mini wraps - 12 packs
- Whole wheat bread - 10 loaves
- Mini bake-off rolls - 180 pieces
- Cream cheese - 3 kilos
- Young cheese - 4 kilos
- Hummus - 3 kilos
- Herb cheese - 2 kilos
- Turkey breast - 3 kilos
- Cucumber - 4 kilos
- Tomatoes - 5 kilos
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Olives - 2 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Mandarins - 6 kilos
- Mini muffins - 180 pieces
- Cookies - 8 packs
- Brownies - 120 pieces
- Vegan wraps - 40 pieces
- Gluten-free crackers - 4 packs
- Gluten-free bread - 3 loaves
- Vegan cheese - 1 kilo
- Vegan toppings - 1 kilo
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Cocktail sauce - 2 bottles
- Pepper - 1 jar
- Salt - 1 pack
- Paper napkins - 600 pieces
- Paper cups - 300 pieces
- Wooden stirrers - 500 pieces
- Paper straws - 300 pieces
- Snack cups - 300 pieces
- Trays - 12 pieces
- Cling film - 3 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 60 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Coffee filters - 3 packs
- Ice cubes - 20 kilo
Registration
- Name badgesqty 400
- Badge holdersqty 400
- Lanyardsqty 400
- Clipboardsqty 6
- Pensqty 30
- Registration formsqty 450
- Trade fair floor plansqty 450
- Program leafletsqty 450
- Wristbandsqty 400
Promotion
- Flyersqty 600
- Business card holdersqty 24
- Notepadsqty 400
- Ballpoint pens for visitorsqty 400
- Goodie bagsqty 350
- Stickersqty 500
- A4 sleevesqty 100
Safety
- Cable tapeqty 12
- Barrier tapeqty 6
- Safety vestsqty 8
- Flashlightsqty 4
- Work glovesqty 8
- Bollardsqty 8
Office
- Printer paperqty 5
- Tapeqty 8
- Double-sided tapeqty 6
- Scissorsqty 6
- Permanent markersqty 24
- Sticky notesqty 12
- Staplersqty 4
- Staplesqty 8
- Elastic bandsqty 2
- Storage boxesqty 12
Tips
- Allow at least one power strip and one suitable extension cord for each technology pitch, then add 10–15% spare capacity. Keep HDMI, USB-C and Ethernet cables available because exhibitors often bring different devices.
- Prepare one registration desk with name badges, a label printer and spare labels. Print the badges before setup and keep at least 10 blank badges for late arrivals or corrections.
- Match every presentation device to the exhibitor’s requirements at least 3–5 days before the fair. Test laptops, tablets, screens, projectors, webcams, clickers and microphones together rather than checking each item separately.
- Buy or bring cable trays and cable mats for every main walkway and presentation zone. Tape or cover loose cables during setup, then test the route once more before doors open.
- Use the confirmed registration total when ordering refreshments: provide one coffee cup, glass and plate per attendee, plus roughly 10% extra. Chill drinks several hours before opening and keep a small reserve for exhibitors working the full day.
Frequently asked questions
- What do I need for a Technology Fair exhibition stand?
- Plan one exhibition table per exhibitor, with a display wall or screen where needed, plus a chair or stool. Each stand should have access to power, suitable cables and a way to display the exhibitor’s materials.
- How many power strips and extension cords do I need for a Technology Fair?
- Start with one power strip and one extension cord per technology pitch, then add 10–15% spare capacity. Count high-draw equipment such as projectors and speakers separately and test the available circuits before the event.
- How much catering and tableware should I buy for a Technology Fair?
- Base the order on the final registration count and add about 10% for late arrivals, exhibitors and replacements. Provide at least one coffee cup, glass and plate per attendee, with extra supplies for a full-day programme.
- When should I test the Technology Fair equipment?
- Complete the first equipment test 3–5 days before the fair, when there is still time to replace missing cables or devices. Run a final check after tables and screens are installed, ideally 1–2 hours before guests arrive.
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