Trade fair shopping list: what to buy and bring

A trade fair needs more than booth furniture and printed badges. You also need a reliable registration setup, enough serving equipment, drinks, power access and clear signs for visitors and exhibitors. Use this shopping list alongside your event plan, then check quantities against your expected visitor and exhibitor numbers. The items most often missed are extension leads, waste bins, charging points and spare materials for last-minute changes.

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What to bring

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

Furniture

Standing tablesqty 12
Trade fair tablesqty 20
Chairsqty 120
Registration deskqty 2
Buffet tablesqty 4
Stoolsqty 16
Coat racksqty 4
Waste binsqty 8

Equipment

Laptopqty 2
Printer
Wi-Fi router
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 2
Handheld microphone
Power banksqty 4

Lighting

LED lampsqty 10
Mood lightingqty 6

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Small bowlsqty 16

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 8
Serving spoonsqty 8
Kitchen towelsqty 12

Decorations

Display wallsqty 12
Tableclothsqty 24
Booth numbersqty 24
Trade fair bannersqty 4
Flower arrangementsqty 8

Registration

Name badge holdersqty 130
Wristbandsqty 130
Clipboardsqty 6
Desk pensqty 20
Storage foldersqty 10
Badge traysqty 4

Communication

Route signsqty 12
Program standsqty 6
Directional signsqty 10
A4 information boardsqty 12

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Cleaning clothsqty 24

Safety

First aid kit
Cable matsqty 12
Work glovesqty 8
Flashlightsqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 200 pieces
- Coffee milk - 8 packs
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 2 crates
- Beer - 5 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Savory nuts - 6 bags
- Olives - 6 jars
- Grapes - 6 kilos
- Apples - 6 kilos
- Bananas - 5 kilo
- Mini wraps - 180 pieces
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Smoked chicken - 4 kilos
- Sliced cheese - 4 kilos
- Cucumber - 4 kilos
- Bell peppers - 3 kilos
- Cherry tomatoes - 3 kilos
- Arugula - 1 kilo
- Dressing - 4 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Baguettes - 20 pieces
- Unsalted butter - 2 kilos
- Cookies - 8 packs
- Brownies - 120 pieces
- Mini quiches - 120 pieces
- Vegetarian bites - 120 pieces
- Vegan snacks - 60 pieces
- Gluten-free snacks - 40 pieces
- Paper napkins - 500 pieces
- Cocktail picks - 500 pieces
- Ice cubes - 20 kilo
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 60 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as coffee, tea and any other drinks you are serving.
For tableware, count one cup or glass and one plate per expected guest, then add 10% extra. Add more if catering is self-service or if used items will not be washed during the fair.
Allow at least one power strip and one extension cord for every two exhibitor areas, unless the venue provides dedicated sockets. Bring extra charging capacity for registration laptops, printers and phones.
Prepare one registration desk with a laptop, printer and spare paper, plus name badges and wristbands for at least 10% more visitors than the confirmed registrations. This covers walk-ins, replacements and printing errors.
Buy or reserve waste bins, coat racks, direction signs and booth-number materials before setup day. These practical items are easy to overlook and difficult to source once exhibitors and visitors are arriving.

Frequently asked questions

What should I bring to a trade fair booth?: Bring your booth materials, table or counter setup, signs, power strips, extension cords, lighting, badges or handouts, and a way to charge devices. Pack at least one spare of small essentials such as cables, markers and printed information.
How many drinks do I need for a trade fair?: Budget two to three drinks per person for the first hour and one additional drink per person for every following hour. Add around 10% extra, especially if visitors can arrive without registering.
How much tableware do I need for a trade fair?: Plan one cup, glass, plate and cutlery set per expected guest, plus a 10% buffer. For a self-service buffet, increase the number of plates and serving items because guests may take replacements.
When should I buy supplies for a trade fair?: Order rented furniture, coffee machines, printers and booth equipment at least four weeks ahead. Buy disposable supplies, drinks and backup materials seven to ten days before the fair, then check quantities again the day before setup.

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