What you need for a trade fair

A trade fair needs more than tables and exhibitor displays. You also need a clear registration setup, reliable power and presentation equipment, visitor information, badges and enough catering supplies for the busiest part of the day. Use this shopping list alongside your exhibitor numbers, stand sizes and expected visitor count. Check technical equipment at least one day before opening, and buy or collect consumables early enough to replace missing items.

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What to bring

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

Furniture

Trade fair tablesqty 35
Chairsqty 120
Registration tablesqty 3
Bar stoolsqty 12
Display wallsqty 35
Clothes racksqty 6
Waste binsqty 12

Equipment

Laptopqty 3
Presentation screensqty 3
Projectorsqty 2
Projector screensqty 2
Microphonesqty 3
Speakersqty 4
Extension cordsqty 12
Power stripsqty 15
Cable reelsqty 4
Charging stationsqty 3
Walkie-talkiesqty 8
Handheld scannersqty 3
Tool casesqty 3

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Coffee potsqty 8
Water jugsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 8
Cutting boardsqty 4
Chef and serving knivesqty 8
Storage binsqty 20
Pliersqty 12
Small bowlsqty 20

Decorations

Company flagsqty 12
Plantsqty 20
Table runnersqty 35
Counter skirtsqty 3
Logo backdropsqty 3
Lanyardsqty 350
Name badge holdersqty 350
Booth numbersqty 40
Information boardsqty 12
Directional signsqty 20
Floor stickersqty 30

Lighting

LED spotlightsqty 16
Atmosphere lightsqty 12
Light standsqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 30

Catering

Groceries
- Coffee - 8 packs
- Tea - 10 boxes
- Sugar - 5 kilograms
- Sweeteners - 4 boxes
- Semi-skimmed milk - 30 liters
- Oat milk - 10 liters
- Lemon tea - 3 boxes
- Herbal tea - 3 boxes
- Still mineral water - 100 bottles
- Sparkling mineral water - 80 bottles
- Cola - 30 bottles
- Cola Zero - 30 bottles
- Orange soda - 20 bottles
- Apple juice - 20 packs
- Orange juice - 20 cartons
- Ice cubes - 30 kilograms
- Mini sandwiches - 450 pieces
- Vegetarian sandwiches - 120 pieces
- Vegan sandwiches - 60 pieces
- Gluten-free sandwiches - 30 pieces
- Mini wraps - 300 pieces
- Vegetarian wraps - 80 pieces
- Vegan wraps - 40 pieces
- Mini quiches - 300 pieces
- Vegetarian mini quiches - 100 pieces
- Vegan snacks - 80 pieces
- Gluten-free snacks - 50 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 5 kilogram
- Olives - 4 kilograms
- Grapes - 8 kilograms
- Apples - 150 pieces
- Bananas - 100 pieces
- Cookies - 12 packs
- Brownies - 250 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Paper plates - 500 pieces
- Wooden stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Plastic gloves - 4 boxes
- Hand soap - 8 bottles
- Hand sanitizer - 12 bottles
- Dish soap - 6 bottles
- All-purpose cleaner - 6 bottles
- Toilet cleaner - 6 bottles
- Window cleaner - 3 bottles
- Sponges - 20 pieces
- Scouring sponges - 12 pieces
- Paper towels - 20 packs
- Tape - 12 rolls
- Double-sided tape - 8 rolls
- Cable ties - 300 pieces
- Highlighters - 24 pieces
- Ballpoint pens - 100 pieces
- Notepads - 80 pieces
- Printer paper - 5 packs
- Information leaflets - 500 pieces
- Program leaflets - 400 copies
- Envelopes - 100 pieces
- Sticker labels - 500 pieces
- Wristbands - 400 pieces

Tips

Plan one registration point for every 100–150 expected visitors, with a laptop, badges and handheld scanners ready before doors open. Keep spare pens, badge holders and printed visitor information at the desk.
Match trade fair tables, display walls, clothes racks and chairs to the confirmed stand dimensions rather than estimating from the room size. Add a small buffer of spare chairs and one tool case for last-minute adjustments.
For a full-day fair, allow roughly two to three drinks per person during the first hour, then about one drink per person per hour. Bring coffee cups, tea glasses, water glasses, plates, cutlery, serving trays, coffee pots and water jugs in separate, clearly marked boxes.
Test every presentation screen, projector, microphone and speaker with the laptop and the actual cables you will use. Count extension cords, power strips and cable reels by room, and tape or cover cables before exhibitors arrive.
Prepare signage, visitor maps, information folders, promotional materials, waste bins and charging stations before setup starts. Keep walkie-talkies and a tool case with the hosts so small problems do not send staff away from the registration area.

Frequently asked questions

What do I need for a trade fair booth?: Most booths need a table, chairs, a display wall or other backdrop, signage, promotional materials and access to power. Confirm each exhibitor’s stand dimensions at least one week before the fair so furniture and display equipment fit.
How much catering do I need for a trade fair?: For drinks, plan on two to three per person in the first hour and around one per person per hour afterward. Add cups, glasses, plates and cutlery for the full expected attendance, plus a small reserve for exhibitors and staff.
How many registration tables do I need for a trade fair?: Use one registration table for approximately every 100–150 visitors expected during the busiest arrival period. Set up the laptop, badges, scanners, visitor information and spare supplies at least 30 minutes before registration opens.
When should I test trade fair technology?: Test laptops, screens, projectors, microphones, speakers, charging stations and power connections at least one day before opening. Repeat a short check on the morning of the fair after all exhibitors and deliveries are in place.

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