What to buy for a trade fair drinks reception

A trade fair drinks reception needs more than drinks and glasses. You will also need practical supplies for registration, standing conversations, coffee service, chilled bottles and a tidy buffet. This shopping list covers the items that are easy to overlook, from badge holders and direction signs to ice containers, serving trays and extension cords. Use your expected guest count to scale quantities, then check deliveries and equipment at least one day before the reception.

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What to bring

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

Furniture

Tall cocktail tablesqty 10
Long tablesqty 6
Chairsqty 40
Tableclothsqty 16
Coat racksqty 2
Stoolsqty 12

Tableware

Wine glassesqty 120
Beer glassesqty 100
Water glassesqty 120
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120

Kitchen

Serving traysqty 12
Serving tongsqty 8
Pitchersqty 6
Corkscrewsqty 4
Bottle openersqty 4
Coolersqty 6
Ice containersqty 4

Equipment

Coffee machinesqty 2
Hot drink urnsqty 4
Portable speaker
Extension cordsqty 4

Decorations

Flower arrangementsqty 8
Balloon bouquetsqty 6
Welcome sign
Direction signsqty 8

Lighting

LED string lightsqty 6

Registration

Name badgesqty 130
Badge holdersqty 130
Clipboardsqty 3
Desk pensqty 12

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Washing-up tubsqty 3

Catering

Groceries
- Pilsener - 120 cans
- Alcohol-free beer - 24 cans
- Red wine - 6 bottles
- White wine - 10 bottles
- Rosé - 4 bottles
- Prosecco - 8 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger beer - 6 bottles
- Spa Blauw - 60 bottles
- Spa Rood - 36 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee beans - 3 kilo
- Black tea - 100 tea bags
- Herbal tea - 40 bags
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Lemons - 2 kilos
- Ice cubes - 30 kilo
- Mini quiches - 150 pieces
- Mini pizzas - 150 pieces
- Stuffed wraps - 120 pieces
- Vegetable skewers - 100 pieces
- Falafel balls - 100 pieces
- Mixed olives - 3 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Salami - 1 kilo
- Hummus - 2 kilos
- Raw vegetable sticks - 4 kilos
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Baguettes - 12 pieces
- Crackers - 10 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 4 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cocktail picks - 1000 pieces
- Paper napkins - 500 pieces
- Paper towels - 6 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Microfiber cloths - 12 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan at least 2–3 drinks per guest for the first hour, then add around 1 drink per guest for each additional hour. Include water and non-alcoholic options in the same calculation.
Allow one wine or beer glass per expected guest plus a 10–15% spare margin. If wine and beer are served at the same time, separate glass types make service faster and reduce confusion.
Buy or arrange ice for both chilling and serving: roughly 1 kg per 10 guests for drink coolers, plus extra if drinks will be served over ice. Check that coolers and ice containers arrive before setup.
Prepare one name badge and one badge holder for every registered visitor, with at least 5–10% extras for walk-ins, spelling changes and damaged badges. Keep the visitor list at the registration desk.
Count power points before bringing coffee machines, hot drink urns, lighting and a portable speaker. Pack extension cords and test the complete setup at least 2 hours before guests arrive.

Frequently asked questions

How many drinks do I need for a trade fair drinks reception?: Plan for 2–3 drinks per guest during the first hour and about 1 drink per guest for every hour after that. Add water, coffee, tea and non-alcoholic drinks separately so the bar does not run short.
How many glasses should I buy for a drinks reception?: Allow one glass per guest for each glass type being served, plus 10–15% spare glasses. For 100 guests, that means at least 110 wine glasses if wine is the only wine service, with beer and water glasses counted separately.
How much ice is needed for a drinks reception?: Use around 1 kg of ice per 10 guests for chilling bottles and cans, then add more for drinks served over ice. For 100 guests, start with about 10 kg and increase the amount if the reception lasts several hours or takes place in warm conditions.
When should I prepare name badges and registration supplies?: Print the visitor list and prepare badges at least one day before the reception. Pack one badge and holder per registered visitor, plus 5–10% spare supplies for late registrations, walk-ins and corrections.

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