Technology Fair shopping list
Use this shopping list to equip exhibitor booths, technical demonstrations and visitor areas without last-minute runs to the store. It covers furniture, presentation and connectivity equipment, power distribution, catering tableware, signage materials and items for badges and registration. Check each exhibitor’s power and display needs before buying or transporting equipment. For a full-day fair, also plan charging access, spare cables and clear cable management so demonstrations keep running safely.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Fair countersqty 12
- Tablesqty 24
- Chairsqty 80
- Bar stoolsqty 12
- Coat racksqty 2
- Waste binsqty 12
Tableware
- Water glassesqty 120
- Coffee cupsqty 100
- Platesqty 120
- Knivesqty 120
- Forksqty 120
- Spoonsqty 120
Equipment
- Laptopsqty 4
- Presentation screensqty 4
- Display cablesqty 8
- HDMI adaptersqty 8
- Wireless presenter miceqty 4
- Mobile Wi-Fi routersqty 2
- Power banksqty 8
- Charging stationsqty 4
- Webcamsqty 4
- Microphonesqty 3
- Headphonesqty 12
- USB sticksqty 8
- Extension cordsqty 20
- Power stripsqty 24
- Cable traysqty 20
- Cable reelsqty 6
- Cable tiesqty 200
- Gaffer tapeqty 12
- AA batteriesqty 24
- AAA batteriesqty 24
- USB charging cablesqty 12
- Plug adaptersqty 8
- Tool casesqty 2
- Flashlightsqty 4
- Measuring tapesqty 2
- Wireless miceqty 8
- Keyboardsqty 8
- VR headsetsqty 4
- Tablet standsqty 8
Decorations
- Company flagsqty 12
- Backdropsqty 12
- Tableclothsqty 24
- Name badge holdersqty 40
- Plantsqty 12
- Directional signsqty 16
- Program postersqty 12
- Stand number signsqty 12
Lighting
- LED light barsqty 12
- LED lightsqty 24
- Light standsqty 6
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Thermos flasksqty 8
- Coolersqty 6
- Serving plattersqty 12
- Serving tongsqty 8
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving spoonsqty 6
- Water jugsqty 8
Cleaning
- Vacuum cleanersqty 2
- Mopsqty 4
- Bucketsqty 4
- Broomsqty 3
- Trash can holdersqty 12
Registration
- Name badgesqty 250
- Lanyardsqty 250
- Registration badgesqty 250
- Clipboardsqty 6
- Ballpoint pensqty 30
- QR code scannersqty 4
- Trade fair floor plansqty 250
- Exhibitor foldersqty 20
Safety
- First aid kitsqty 2
- Fire extinguishersqty 4
- Non-slip matsqty 12
- Safety vestsqty 8
Catering
- Groceries
- Coffee beans - 6 kilograms
- Tea bags - 300 pieces
- Black tea - 100 tea bags
- Herbal tea - 100 bags
- Green tea - 100 bags
- Sugar - 3 kilograms
- Sweetener - 300 pieces
- Semi-skimmed milk - 20 liters
- Oat milk - 8 liters
- Coffee cream - 6 liters
- Cola - 24 liters
- Cola Zero - 24 liters
- Soda - 18 liters
- Tonic - 12 liters
- sparkling mineral water - 30 liters
- Still mineral water - 40 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Iced tea - 18 liters
- Lemons - 3 kilogram
- Ice cubes - 20 kilograms
- Sandwiches - 240 pieces
- Whole wheat bread - 12 loaves
- Multigrain bread - 12 loaves
- Wraps - 120 pieces
- Young cheese - 8 kilograms
- Aged cheese - 6 kilograms
- Cream cheese - 3 kilograms
- Hummus - 4 kilograms
- Chicken breast slices - 5 kg
- Ham - 5 kilogram
- Smoked chicken - 4 kilogram
- Tuna salad - 3 kilograms
- Eggs - 120 pieces
- Butter - 3 kilograms
- Mayonnaise - 3 liters
- Mustard - 2 liters
- Ketchup - 2 liters
- Pesto - 2 liter
- Arugula - 3 kilograms
- Lettuce - 5 heads
- Cucumbers - 5 kilogram
- Tomatoes - 6 kilograms
- Bell peppers - 4 kilograms
- Red onion - 2 kilograms
- Avocado - 30 pieces
- Olives - 3 kilograms
- Pickles - 2 kilograms
- Apples - 12 kilograms
- Bananas - 10 kilograms
- Grapes - 8 kilograms
- Mandarins - 8 kilograms
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Tortilla chips - 15 bags
- Snacks - 12 bags
- Nut mix - 6 kilogram
- Muesli bars - 250 pieces
- Cookies - 12 kilogram
- Brownies - 240 pieces
- Mini muffins - 240 pieces
- Chocolate bars - 200 pieces
- Vegetable Soup - 25 liters
- Tomato Soup - 25 liter
- Breadsticks - 12 packs
- Croutons - 6 bags
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Olive oil - 3 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Napkins - 1500 pieces
- Paper snack trays - 500 pieces
- Wooden stirrers - 500 pieces
- Paper straws - 300 pieces
- Disposable cups - 500 pieces
- Trash bags - 100 pieces
- Blue trash bags - 50 pieces
- Paper towels - 24 rolls
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Hand soap - 12 bottles
- Hand sanitizer - 12 bottles
- All-purpose cleaner - 10 liters
- Glass cleaner - 5 liters
- Dish soap - 5 liters
- Sponges - 24 pieces
- Microfiber cloths - 40 pieces
Tips
- Count one table or fair counter per booth, then add at least one spare surface for registration, printed materials or shared equipment. Provide enough chairs for exhibitors and visitors who need to sit during longer demonstrations.
- For every laptop or presentation screen, confirm the connector type before the event and bring the required HDMI adapters, display cables and a wireless presenter mouse. Pack at least one spare adapter for each common connection type.
- Map power before loading extension cords, power strips and cable reels. Keep cable trays and cable ties available at every area where visitors cross cables, and use gaffer tape for temporary floor protection.
- Plan charging around the programme rather than just the number of devices: place charging stations and power banks near registration or a staffed help point, and bring mobile Wi-Fi routers as a fallback if the venue network is unreliable.
- Buy catering tableware against confirmed attendance and dietary requirements, with a buffer of roughly 10% for cups, plates, glasses and cutlery. Add waste bins near food, drink and busy demonstration areas instead of relying on one central bin.
Frequently asked questions
- What do I need for a Technology Fair booth?
- Each booth typically needs a fair counter or table, chairs, a laptop or screen, display cables, HDMI adapters and access to power and Wi-Fi. Confirm the exact equipment with exhibitors at least 1–2 weeks before the fair.
- How many chairs and tables do I need for a Technology Fair?
- Start with one table or fair counter per exhibitor booth and enough chairs for the people staffing each booth. Add at least 10% extra seating and one spare table for registration, materials or equipment.
- How much power equipment should I bring to a Technology Fair?
- List every device requiring power, then provide one accessible socket position per device where possible. Bring extension cords, power strips and cable reels with at least 10% spare capacity, plus cable trays, cable ties and gaffer tape for safe routing.
- What should I buy for Technology Fair catering?
- For a full-day fair, plan water glasses, coffee cups, plates, knives, forks and spoons for the confirmed attendance, plus about 10% extra. Finalise quantities after collecting dietary requirements and confirming catering no later than 1 week before the event.
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