What to Buy for a Trade Fair

A trade fair needs more than booths and displays. You need a practical setup for registration, visitor flow, exhibitor deliveries, presentations, catering and waste. Start with the number of exhibitors, expected visitors and opening hours, then check every quantity against those figures. Allow extra equipment for busy registration periods and keep essential items such as extension cords, badge supplies and power banks ready before the exhibition floor opens.

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What to bring

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

Furniture

Standing tablesqty 24
Visitor tablesqty 8
Chairsqty 80
High tablesqty 10
Bar stoolsqty 20
Registration deskqty 2
Waste binsqty 10
Clothes racksqty 4
Display wallsqty 30

Equipment

Laptopsqty 4
Tabletsqty 4
Label printer
Printersqty 2
Projectorsqty 2
Projection screensqty 2
Microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 16
Power banksqty 6
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2

Tableware

Coffee cupsqty 100
Drinking glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Kitchen

Coffee potsqty 4
Water jugsqty 6
Serving traysqty 12
Pliersqty 8
Storage binsqty 12

Decorations

Trade show bannersqty 6
Table signsqty 30
Program postersqty 12
Signage boardsqty 20
Tableclothsqty 16
Name badge holdersqty 100
Pen holdersqty 24

Safety

Safety helmetsqty 30
Safety vestsqty 20
Barrier tapeqty 6
Emergency exit iconsqty 12
First aid kitsqty 2
Non-slip matsqty 12

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 12 liters
- Oat milk - 6 liters
- Still mineral water - 10 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Savory mini sandwiches - 180 pieces
- Vegetarian mini sandwiches - 40 pieces
- Vegan mini buns - 20 pieces
- Cheese cubes - 4 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Salted crackers - 6 packs
- Bitterballen - 200 pieces
- Vegetarian bitterballen - 50 pieces
- Mustard - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Paper napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Cardboard coffee cups - 300 pieces
- Cardboard snack trays - 250 pieces
- Trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Disinfectant gel - 6 bottles

Tips

Plan one registration position for every 150 to 200 expected visitors during the busiest arrival hour. Add a spare laptop or tablet, printer supplies and a clearly labelled place for badges.
Allow one chair per seated visitor position and at least one table or display surface for each exhibitor booth. Confirm the floor plan before buying or moving furniture, because late changes affect walkways and emergency exits.
For a full-day fair, calculate two drinks per person for the first hour and one additional drink per person for each following two hours. Order extra cups, glasses, plates and cutlery for speakers, exhibitors and catering staff.
Check power needs at least 48 hours before opening. Count every laptop, printer, projector, coffee machine and kettle, then bring enough power strips, extension cords and power banks without overloading a single circuit.
Prepare signage, name tags and badges at least one day before the fair. Keep spare labels, printer paper, markers and a printed exhibitor contact list at the registration desk in case the label printer or network fails.

Frequently asked questions

How many chairs do I need for a trade fair?: Count the chairs required at visitor tables, registration and any presentation area separately. A practical starting point is one chair per planned seated place, plus 10% extra for last-minute needs.
How much coffee and water should I buy for a trade fair?: For a four-hour fair, allow around 3 to 4 cups of coffee and 1 to 1.5 litres of water per person, depending on catering and weather. Add 10% extra cups, glasses and water jugs so supplies do not run out during the busiest period.
When should I prepare trade fair badges and signage?: Finish the badge layout and main signage at least 3 days before opening. Print the final badges and sort them by exhibitor or visitor category no later than the day before the fair.
How many power strips and extension cords are needed for a trade fair?: Count each powered item and group equipment by booth or activity area. As a working allowance, prepare at least one power strip and one extension cord per booth or presentation zone, then keep 10% spare.

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