What to buy for a trade fair

A trade fair needs more than display walls and a registration desk. You need supplies for exhibitor booths, visitor check-in, presentations, catering and the movement of people through the venue. Use this shopping list to check what must be bought or brought in before setup day. Pay particular attention to power, signage, badges and serving equipment: these are easy to overlook and difficult to replace once exhibitors and visitors arrive.

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What to bring

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

Furniture

Display wallsqty 50
Standing tablesqty 50
Visitor chairsqty 120
Foldable tablesqty 12
Registration deskqty 2
Lounge armchairsqty 12
High tablesqty 12
Dressing tablesqty 4
Waste binsqty 16
Clothes racksqty 4

Tableware

Coffee cupsqty 150
Water glassesqty 180
Wine glassesqty 120
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 6
Water jugsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Presentation clicker
Extension cordsqty 20
Power stripsqty 20
Cable reelsqty 6
USB sticksqty 4
Coolersqty 6
Coffee machinesqty 4
Kettlesqty 3
Hot platesqty 4
Handheld scannersqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Serving spoonsqty 8
traysqty 12
Ice packsqty 24

Decorations

Company flagsqty 12
Plantsqty 24
Tableclothsqty 20
Bannersqty 12
Name badge holdersqty 60
Photo backdrop

Lighting

LED string lightsqty 12
LED floor lampsqty 8
Emergency lightingqty 4

Catering

Badge holdersqty 350
Lanyardsqty 350
Napkinsqty 500
Paper cupsqty 400
Name stickersqty 400
Pen setsqty 30
Notepadsqty 350
Serving traysqty 12
Groceries
- Coffee beans - 4 kilos
- Tea bags - 300 pieces
- Black tea - 100 tea bags
- Herbal tea - 100 bags
- Green tea - 100 bags
- Semi-skimmed milk - 20 liters
- Oat milk - 8 liters
- Coffee cream - 4 liters
- Sugar - 3 kilos
- Sweeteners - 400 pieces
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 30 bottles
- Cola Zero - 30 bottles
- Orange soda - 20 bottles
- Ice tea - 20 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 bottles
- Beer - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 8 bottles
- Bitter lemon - 12 bottles
- Tonic - 12 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Ice cubes - 20 kilo
- Mini croissants - 150 pieces
- Mini chocolate croissants - 100 pieces
- Mini muffins - 150 pieces
- Mini brownies - 120 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 8 kilos
- Mandarins - 5 kilos
- Cherry tomatoes - 4 kilos
- Cucumbers - 8 pieces
- Carrots - 4 kilos
- Bell pepper strips - 3 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Brie - 2 kilos
- Chicken breast slices - 2 kilos
- Smoked salmon - 1 kilo
- Vegetarian spreads - 2 kilos
- Whole wheat bread - 20 loaves
- White rolls - 180 pieces
- Wholemeal rolls - 120 pieces
- Gluten-free rolls - 20 pieces
- Unsalted butter - 2 kilos
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Mixed nuts - 5 kilo
- Olives - 3 kg
- Salted breadsticks - 6 bags
- Napkins - 500 pieces
- Paper plates - 300 pieces
- Wooden stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant hand gel - 12 bottles
- Liquid hand soap - 8 bottles
- Paper towels - 12 packs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Freezer bags - 2 boxes

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning sprayqty 6
Microfiber clothsqty 30
Trash bag holdersqty 16
Toilet brushesqty 4
Rubber glovesqty 12

Tips

Plan at least one registration desk, two chairs and a supply of name badges for check-in. Bring spare blank badges and markers for last-minute changes to exhibitor or visitor details.
Allow one power strip and one extension cord for each powered booth, then add at least 10% spare capacity. Keep cable reels available for areas where sockets are far from the floor plan.
For presentations and demonstrations, prepare one laptop, projector, projection screen, wireless microphone and presentation clicker. Test every device at least 2 hours before doors open and bring USB sticks with backup files.
Match tableware to the catering headcount, then add 10% extra cups, glasses, plates and cutlery. Provide separate coffee cups, water glasses and wine glasses if the programme includes both refreshments and an evening reception.
Place waste bins near registration, catering and lounge areas rather than only at the exits. Print booth numbers and direction signs before setup, and pack a few blank signs for changes to the floor plan.

Frequently asked questions

What do I need for a trade fair booth?: Bring display walls, a table suited to the booth layout, chairs if staff or visitors need to sit, and any presentation equipment required for the pitch. Allow at least one power strip and extension cord per powered booth, plus 10% spare cables.
How much catering equipment do I need for a trade fair?: Count one place setting per expected meal or serving moment and add 10% spare tableware. For coffee and water, plan at least two cups or glasses per person for a short event, with extra coffee pots and water jugs for continuous service.
What should I buy for trade fair registration?: Prepare a registration desk, two chairs, name badges or wristbands for every registered visitor and exhibitor, plus at least 10% spare badges. Keep blank badges, pens and a printed visitor list ready for changes on the day.
When should I prepare the trade fair shopping list?: Finalise the list at least 2 weeks before the fair, after the floor plan, exhibitor numbers and catering headcount are known. Recheck quantities 3 to 5 days before opening and test presentation equipment at least 2 hours before visitors arrive.

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