Trade fair shopping list: what to buy and bring

A trade fair needs more than tables and exhibitor stands. You also need practical supplies for registration, clear visitor guidance, working presentation equipment and safe cable management. This shopping list covers the items that are easy to miss when you are focused on exhibitor bookings and the programme. Check quantities against your floor plan, exhibitor count and expected visitor flow before placing orders. Arrange delivery and testing early enough to fix missing or incompatible equipment before opening day.

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What to bring

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

Furniture

Tablesqty 35
Chairsqty 110
High tablesqty 12
Display wallsqty 30
Table skirtsqty 35
Clothes racksqty 6
Bollardsqty 12

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 12
Power stripsqty 15
Cable traysqty 10
Coolersqty 6
Laptop locksqty 3

Lighting

LED lampsqty 12
Desk lampsqty 12

Communication

Name badge holdersqty 120
Badge clipsqty 120
Program bookletsqty 120
Floor plansqty 120
Table signsqty 30
Directional signsqty 20
Registration foldersqty 3
Clipboardsqty 6
Pensqty 40
Markersqty 20
Tapeqty 12
Velcro stripsqty 10
Scissorsqty 6

Decorations

Plantsqty 12
Buntingqty 8
Logo bannersqty 6
Table décorqty 20

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Serving traysqty 8
Pliersqty 8
Small bowlsqty 20
Cutting boardsqty 4
Kitchen knivesqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Waste binsqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Apple juice - 3 bottles
- Orange juice - 4 bottles
- Alcohol-free beer - 3 cases
- Lager - 5 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilo
- Mini cheese sandwiches - 80 pieces
- Ham mini sandwiches - 80 pieces
- Chicken mini sandwiches - 60 pieces
- Mini hummus sandwiches - 60 pieces
- Veggie wraps - 60 pieces
- Chicken wraps - 60 pieces
- Mini quiches - 80 pieces
- Puff pastry snacks - 100 pieces
- Falafel balls - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 3 kilo
- Salty sticks - 4 bags
- Olives - 3 kg
- Grapes - 5 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Cherry tomatoes - 3 kilos
- Cucumber - 10 pieces
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Baguettes - 20 pieces
- Butter - 1 kilo
- Cookies - 6 packs
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Cleaning wipes - 4 packs
- Sponges - 2 packs
- Rubber gloves - 6 pairs
- Trash bags - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Bread baskets - 10 pieces
- Disposable water cups - 200 pieces

Tips

Count tables, chairs, high tables and stand walls from the final floor plan, then add a small buffer for last-minute layout changes. Order table skirts and table signs at the same time so every stand can be finished consistently.
Plan one registration setup for each active entrance. Stock badge holders, badge clips, registration folders, clipboards and pens there, and prepare spare badges and markers for walk-ins or name changes.
Test every laptop, projector, projection screen, speaker and wireless microphone together at the venue at least one day before the fair. Bring extension cords, power strips and cable trays; presentation equipment often fails because the connection or cable length was overlooked.
Walk the visitor route from parking to registration and each stand before printing signage. Prepare enough floor plans, programme booklets and arrow signs for the expected audience, with extras for replacements during the day.
Keep drinks cold in coolers and place them where exhibitors and visitors can reach them without blocking registration or aisles. Arrange delivery and chilling several hours before doors open, not during setup.

Frequently asked questions

What do I need for a trade fair stand?: For each stand, plan the allocated table or high table, stand wall, table skirt, table sign, lighting and any agreed presentation equipment. Add cable trays, extension cords and power strips where exhibitors need electricity, and confirm requirements at least 7 days before the fair.
How many name badges and badge clips should I buy for a trade fair?: Prepare one badge holder and one badge clip for every confirmed exhibitor, speaker and attendee, then add 10% spare capacity. For 200 expected participants, that means at least 220 of each, ready before registration opens.
When should trade fair AV equipment be tested?: Test laptops, projectors, screens, speakers and wireless microphones at the venue at least 24 hours before opening. Repeat a short sound and presentation check 60 minutes before visitors arrive.
How much signage do I need for a trade fair?: Plan one clear sign at every decision point, including the entrance, registration, parking route, programme area and each major aisle. Print at least 10% extra programme booklets and floor plans so damaged or misplaced copies can be replaced during the event.

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