What you need for a trade fair

A trade fair needs more than tables and display stands. You also need a reliable registration point, visible booth signage, working presentation equipment and enough serving items for catering. Use the confirmed exhibitor count and visitor registrations to calculate quantities, then add a small buffer for last-minute arrivals and replacements. Order printed badges, signs and catering supplies early, because these are often the items that become difficult to fix during the final week.

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What to bring

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

Furniture

Fair countersqty 12
Tablesqty 24
Chairsqty 80
High tablesqty 12
Display wallsqty 24
Clothes racksqty 4
Coat racksqty 4

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 120
Serving traysqty 12

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 16
USB sticksqty 4
Coolersqty 6
Cable reelsqty 4
Presentation clickersqty 2

Registration

Registration desksqty 2
Name badge holdersqty 150
Badge lanyardsqty 150
Clipboardsqty 4
Desk pensqty 20
Visitor formsqty 200
Wristbandsqty 150

Promotion

Company bannersqty 12
Trade fair floor plansqty 150
Program leafletsqty 150
Business card holdersqty 24
Pens for visitorsqty 200
Notepadsqty 150
Promotional bagsqty 150

Decorations

Buntingqty 12
Plantsqty 16
Table runnersqty 24
Table decorationsqty 24
Directional signsqty 20

Lighting

LED string lightsqty 8
LED lightsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Hot traysqty 4
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Cooling matsqty 8

Cleaning

Waste binsqty 12
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Cleaning clothsqty 24

Safety

Cable matsqty 16
Warning signsqty 6

Groceries

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Tea assortment - 6 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 kilo
- Cheese mini sandwiches - 120 pieces
- Mini sandwiches with ham - 120 pieces
- Chicken mini sandwiches - 100 pieces
- Mini Hummus Sandwiches - 80 Pieces
- Vegan mini sandwiches - 80 pieces
- Mini quiches - 120 pieces
- Vegetable skewers - 100 pieces
- Filled wraps - 100 pieces
- Cheese cubes - 3 kilo
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 kilos
- Olives - 3 kg
- Hummus - 3 kilos
- Salsa sauce - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Butter - 2 kilos
- Gluten-free sandwich rolls - 30 pieces
- Vegan spread - 2 kilos
- Allergen stickers - 2 sets
- Coffee filters - 2 boxes
- Stirrers - 500 pieces
- Wooden cocktail sticks - 500 pieces
- Napkins - 1000 pieces
- Paper cups - 300 pieces
- Paper snack trays - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Plastic gloves - 4 boxes
- Dish soap - 4 bottles
- Dishwasher tablets - 2 boxes
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant hand gel - 12 bottles
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Bandages - 2 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Tape - 12 rolls
- Double-sided tape - 8 rolls
- Cable ties - 200 pieces
- Reusable cable ties - 100 pieces
- Paper tape - 12 rolls
- Markers - 24 pieces
- Labels - 6 packs
- Printer paper - 5 packs

Tips

Plan one registration desk for every 100 to 150 expected visitors, with at least one clipboard and desk pen per desk. Keep spare badge holders and lanyards available for walk-ins or damaged badges.
Allow one table and two chairs per standard exhibitor space unless the agreed booth layout says otherwise. Confirm the floor plan before ordering furniture, especially when high tables, clothing racks or coat stands are included.
Prepare one laptop, presentation clicker and USB stick for each active presentation area, plus one spare USB stick. Test every laptop, projector, screen, microphone and speaker at least 24 hours before opening.
Count coffee cups, glasses, plates and cutlery against the catering headcount, then add 10 percent. Serveware such as trays is easy to overlook and slows down setup when it is missing.
Buy or reserve extension cords, power strips and cable reels for every booth and presentation zone, with cables long enough to reach the nearest safe power point. Tape or cover loose cables before exhibitors arrive to prevent trips.

Frequently asked questions

What should I buy for a trade fair booth?: Start with a counter, table, chairs and booth walls, then add signage, power strips and extension cords. For each booth, prepare the agreed furniture set plus one spare sign or replacement printout.
How many chairs and tables do I need for a trade fair?: Use the floor plan and allocate one table and two chairs per standard exhibitor space as a starting point. Add furniture for registration, catering and presentation areas separately rather than taking it from booth stock.
How many name badges do I need for a trade fair?: Print one badge for every confirmed exhibitor, speaker, staff member and registered visitor, then add 10 percent for changes and on-site registrations. Prepare the final print file at least 3 to 5 working days before the fair.
When should I order trade fair signs and printed materials?: Approve logos, files and sign artwork at least 10 working days before the event. Have badges, signs and exhibitor information delivered or collected no later than 2 working days before setup.

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