What you need for a trade fair

A trade fair needs more than exhibition tables and a registration desk. Plan the items that keep stands usable, visitors moving and presentations working from the moment doors open. This list covers furniture, AV equipment, power, tableware and refreshment supplies, including the small items that are often ordered too late. Check quantities against your exhibitor list, floor plan and expected visitor count before placing orders.

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What to bring

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

Furniture

Exhibition tablesqty 30
Bistro tablesqty 12
Chairsqty 180
High tablesqty 10
Table skirtsqty 30
Registration desk
Stoolsqty 8

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 2
Cable matsqty 12
Flip chartsqty 4
Markersqty 24
Pensqty 100

Tableware

Coffee cupsqty 120
Glassesqty 180
Wine glassesqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving utensilsqty 12

Kitchen

Coffee machinesqty 3
Thermos flasksqty 8
Water jugsqty 8
Coolersqty 6
Serving traysqty 8
Serving jugsqty 6

Decorations

Company bannersqty 6
Flagsqty 12
Balloonsqty 100
Table décorqty 30
Name badge holdersqty 40

Lighting

LED spotlightsqty 12
String lightsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Dustpan and brushqty 4
Waste binsqty 12

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 4 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Spa Blue - 12 crates
- Spa Red - 6 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Apple juice - 6 liters
- Orange juice - 8 liters
- Iced tea - 6 bottles
- Alcohol-free beer - 4 crates
- Pilsner - 8 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Beer glasses - 200 pieces
- Bar snacks - 6 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Olives - 4 kilos
- Mixed nuts - 4 kilos
- Cheese wedges - 5 kilo
- Brie - 3 kilo
- Grapes - 6 kilos
- Cherry tomatoes - 4 kilos
- Cucumbers - 3 kilos
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Hummus - 3 kilos
- Garlic sauce - 2 liters
- Yogurt dressing - 2 liters
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 2 liters
- Baguettes - 30 pieces
- Mini wraps - 300 pieces
- Whole wheat bread - 10 loaves
- White bread - 10 loaves
- Multigrain bread - 8 loaves
- Unsalted butter - 2 kilos
- Cream cheese - 3 kilos
- Young cheese - 5 kilos
- Aged cheese - 3 kilo
- Vegetarian spreads - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus wraps - 100 pieces
- Mini quiches - 150 pieces
- Vegetable pies - 150 pieces
- Mini meatballs - 150 pieces
- Vegetarian meatballs - 150 pieces
- Mini samosas - 150 pieces
- Chicken skewers - 150 pieces
- Falafel balls - 150 pieces
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Cookies - 8 packs
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 6 kilos
- Allergen cards - 40 pieces
- Paper napkins - 1000 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Storage containers - 30 pieces
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles

Tips

Allow one exhibition table and at least two chairs per exhibitor unless your stand layout says otherwise. Add table skirts early, because they are easy to overlook when furniture is ordered separately.
Plan one registration badge and wristband per expected visitor, plus at least 10% extra for walk-ins, replacements and printing errors. Keep spare pens at the registration desk.
Count power points by stand and test every laptop, projector, screen, microphone and speaker before opening. Add extension cords, power strips and cable mats wherever cables cross visitor routes.
For a half-day fair, allow around two cups of coffee or other drinks per person, then add 10% spare capacity. Check whether coffee machines, thermos flasks, cups and serving equipment match the catering arrangement.
Print the floor plan, visitor list and directional signs at least one working day before the fair. Keep a small reserve of pens, markers and blank labels at the registration desk for last-minute changes.

Frequently asked questions

What should I buy for a trade fair?: Start with exhibition furniture, registration supplies, signage, AV equipment, power accessories, tableware and coffee service. Match quantities to the number of exhibitors and visitors, then add about 10% spare stock for consumables and badges.
How many chairs do I need for a trade fair?: Plan at least two chairs per exhibitor when each stand includes a table, then add seating for registration, catering and presentations. Confirm the final number against your floor plan at least one week before ordering.
How many trade fair badges should I order?: Order one badge per registered visitor, exhibitor and staff member, plus 10% extra. Finalise the quantity after the last registration check and keep blank badges available for walk-ins.
What AV equipment is needed for a trade fair?: For presentations, plan a laptop, projector, projection screen, speakers and microphone, with a mixer if more than one audio source is used. Test the complete setup at least one day before the event and bring extension cords, power strips and cable mats.

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