What you need for a trade fair

A trade fair needs more than stands and display tables. You will also need supplies for registration, presentations, refreshments, visitor comfort and safe cable management. Use the plan’s item list to check furniture, equipment and tableware before shopping, then match quantities to your expected visitor and exhibitor numbers. Order catering and drinks early, and confirm delivery times before the event day so the registration desk and coffee service are ready when doors open.

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What to bring

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

Furniture

Standing tablesqty 20
Visitor tablesqty 12
Chairsqty 80
Registration desk
Bar stoolsqty 8
Coat racksqty 2
Waste binsqty 8
Display wallsqty 20
Tableclothsqty 32

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Mixer
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Power stripsqty 12
Extension cordsqty 12
Charging stationsqty 2
Presentation clickerqty 2
Cable matsqty 12

Tableware

Coffee cupsqty 120
Water glassesqty 160
Wine glassesqty 120
Platesqty 120
Coffee spoonsqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving tongsqty 12
Carafesqty 12
Thermos flasksqty 6

Decorations

Entrance banner
Directional signsqty 12
Booth numbersqty 20
Program standsqty 6
Table signsqty 20
Flower arrangementsqty 8
Buntingqty 6
Poster puttyqty 6
Double-sided tapeqty 12
Ropeqty 2
Scissorsqty 6
Staplersqty 4
Spare pensqty 30

Catering

Badge holdersqty 140
Lanyardsqty 140
Name stickersqty 150
Distribution traysqty 40
Serving plattersqty 20
Drink dispensersqty 4
Coffee filtersqty 150
Sugar bowlsqty 6
Milk jugsqty 6
Bottle openersqty 4
Groceries
- Coffee beans - 4 kilos
- Black tea - 6 boxes
- Herbal tea - 3 boxes
- Sugar - 3 kilos
- Sweeteners - 3 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon - 3 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilo
- Herb butter - 2 kilo
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Hummus - 3 kilos
- Tapenade - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 2 jars
- Soy sauce - 1 bottle
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Oregano - 1 jar
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Mini sandwiches - 180 pieces
- Wraps - 100 pieces
- Mini croissants - 120 pieces
- Mini cheese rolls - 100 pieces
- Young cheese - 4 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Smoked chicken breast - 3 kilos
- Back ham - 2 kilos
- Smoked salmon - 2 kilos
- Falafel - 3 kilos
- Avocado - 30 pieces
- Cucumbers - 20 pieces
- Tomatoes - 6 kilos
- Bell peppers - 4 kilo
- Arugula - 2 kilos
- Mixed salad - 4 kilo
- Red onion - 2 kilos
- Olives - 3 kg
- Grapes - 6 kilos
- Apples - 60 pieces
- Pears - 40 pieces
- Bananas - 40 pieces
- Strawberries - 4 kilos
- Nut mix - 3 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snacks - 8 bags
- Rice crackers - 6 packs
- Mini cookies - 8 packs
- Brownies - 120 pieces
- Muffins - 100 pieces
- Dark chocolate - 2 kilo
- Honey - 2 jars
- Jam - 3 jars
- Sandwich bags - 2 boxes
- Napkins - 500 pieces
- Coffee stirrers - 300 pieces
- Straws - 200 pieces
- Paper snack trays - 250 pieces
- Aluminum trays - 100 pieces
- Resealable bags - 200 pieces
- Trash bags - 50 pieces
- Pedal bin bags - 30 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 3 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- Cleaning sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 8 pairs
- Paper tissues - 12 boxes

Cleaning

Vacuum cleaner
Mop setsqty 2
Cleaning bucketsqty 3
Hand broomsqty 3
Dustpansqty 3
Toilet brushesqty 3
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Lighting

LED lampsqty 12
Light cablesqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving knivesqty 6
Pliersqty 6
Ice packsqty 20
Storage binsqty 20
Aluminum foilqty 4
Cling filmqty 4
Kitchen glovesqty 4
Serving cartsqty 2

Tips

Plan one registration badge and printed visitor-list entry per attendee, plus a small spare supply for last-minute registrations or name corrections. Check name details before printing so you do not need to reprint badges on the morning.
For refreshments, count one coffee cup, spoon and glass per serving rather than per guest, then add around 10% extra for breakage, spills and busy periods. Order catering and drinks only after registration numbers and dietary requirements have been checked.
Match presentation equipment to the programme: allow one laptop and presentation clicker for each active presentation setup, and test the projector, screen, speakers, wireless microphones and mixer at least one day beforehand.
Count power strips and extension cords by stand and presentation area, not just for the venue overall. Cover every cable crossing with cable mats before exhibitors arrive, and leave charging stations accessible without creating trip hazards.
Prepare route signs and stand numbers before setup starts. Keep at least one clearly marked waste bin near registration, catering and each main traffic area, and confirm that coat-rack capacity covers the expected visitor count.

Frequently asked questions

What should I buy for a trade fair?: Plan supplies in five groups: furniture and stand materials, presentation equipment, registration items, refreshments and tableware. The core list includes tables, chairs, stand walls, a registration desk, a laptop, projector, microphones, coffee equipment, glasses, plates and cutlery.
How much catering do I need for a trade fair?: Base the order on confirmed attendee registrations, then add about 10% for staff, exhibitors and late arrivals. Finalise quantities after collecting dietary requirements, preferably at least 5 working days before the fair.
How many coffee cups and glasses do I need for an exhibition?: Allow one cup or glass per expected serving and add 10% to cover breakage and extra use. For a two-break programme, plan roughly two coffee cups per attendee, with additional water glasses if water is available throughout the day.
When should I order trade fair equipment and drinks?: Book furniture, stand walls and presentation equipment as soon as the stand layout is confirmed, ideally 4–6 weeks before the event. Confirm catering and drinks delivery at least 5 working days ahead, then recheck the order when registration closes.

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