What to buy for a trade fair

A trade fair needs more than tables and brochures. You’ll need supplies for exhibitor and visitor registration, booth presentation, demonstrations, catering, signage and reliable power. This shopping list helps you check the details that are often left until the last day, such as HDMI adapters, cable mats, badge supplies and storage crates. Match quantities to your exhibitor and visitor numbers, then confirm deliveries and venue access before shopping.

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What to bring

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

Furniture

Fair countersqty 3
Exhibition tablesqty 12
Folding chairsqty 80
High tablesqty 8
Display wallsqty 24
Brochure racksqty 12
Storage cratesqty 20
Clothes racksqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving plattersqty 20
Serving utensilsqty 20

Equipment

Laptopsqty 4
Presentation screensqty 4
HDMI cablesqty 8
HDMI adaptersqty 8
Presentation Clickersqty 4
Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 3
Coolersqty 4
Power stripsqty 16
Extension cordsqty 20
Cable matsqty 20
USB sticksqty 4

Lighting

LED lampsqty 16
Desk lampsqty 12

Decorations

Company bannersqty 12
Directional signsqty 12
Table signsqty 24
Info panelsqty 24
Tablecloth setsqty 16
Sponsor framesqty 12

Registration

Name badge holdersqty 250
Badge lanyardsqty 250
Registration formsqty 300
Pensqty 40
Clipboardsqty 6
Wristbandsqty 250

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Chef and serving knivesqty 6
Cool bagsqty 8
Storage binsqty 12
Food tongsqty 8
Bottle openersqty 4

Cleaning

Waste binsqty 12
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning clothsqty 30
Hand soap dispensersqty 8
Paper towel dispensersqty 8

Tools

Screwdriversqty 6
Allen key setsqty 4
Duct tapeqty 12
Cable tiesqty 200
Scissorsqty 8
Measuring tapesqty 4
Work glovesqty 12

Safety

Non-slip matsqty 12
Warning tapeqty 4
Safety vestsqty 12
Safety gogglesqty 12

Catering

Groceries
- Coffee - 8 packs
- Tea selection - 6 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 6 liters
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Ice cubes - 20 kilo
- Mini water - 100 bottles
- Mini croissants - 250 pieces
- Mini currant buns - 150 pieces
- White rolls - 180 pieces
- Brown rolls - 180 pieces
- Whole wheat bread rolls - 120 pieces
- Unsalted butter - 4 kilos
- Young cheese - 6 kilo
- Aged cheese - 4 kilos
- Ham - 4 kilos
- Chicken breast topping - 3 kilos
- Vegetarian spreads - 3 kilos
- Hummus - 3 kilos
- Jam - 3 kilo
- Peanut butter - 2 kilo
- Mayonnaise - 2 liter
- Mustard - 2 liters
- Ketchup - 2 liters
- Cucumber - 8 kilos
- Tomatoes - 8 kilo
- Lettuce - 20 heads
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salty snacks - 10 bags
- Nut mix - 6 kilos
- Cookie assortment - 10 kilos
- Brownies - 180 pieces
- Apples - 15 kilo
- Bananas - 12 kilo
- Grapes - 10 kilos
- Oranges - 10 kilos
- Lemons - 3 kilos
- Yogurt - 12 liters
- Muesli - 4 kilos
- Vegetable quiches - 80 pieces
- Mini vegetable pies - 100 pieces
- Mini meatballs - 100 pieces
- Chicken skewers - 100 pieces
- Pasta salad - 12 kilos
- Green salad - 10 kilos
- Sandwiches for lunch - 500 pieces
- Soup - 30 liters
- Croutons - 3 kilo
- Olive oil - 3 liters
- Balsamic vinegar - 2 liters
- Salt - 1 kilo
- Pepper - 500 grams
- Paper napkins - 600 pieces
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Wooden skewers - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Trash bags - 100 pieces
- Organic waste bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 8 bottles
- All-purpose cleaner - 6 liters
- Glass cleaner - 4 liters
- Dish soap - 4 liters
- Sponges - 20 pieces
- Disinfectant wipes - 10 packs

Tips

Plan one visitor badge and one exhibitor badge for every registered person, plus at least 10% extra for last-minute registrations and replacements. Keep printed registration lists at the desk rather than relying only on a laptop.
Count one exhibition table, fair counter or display wall per planned booth before ordering furniture. Add storage crates or brochure racks where exhibitors need to keep handouts, samples or personal items out of sight.
Check every presentation setup at least 48 hours beforehand: each laptop and screen needs the correct HDMI cable or adapter, and every demonstration should have its files available on a USB stick.
Map power outlets before buying extension cords and power strips. Use cable mats anywhere visitors cross cables, and bring one spare extension cord and adapter for the registration desk or a demonstration booth.
Order catering only after collecting dietary requirements, then allow roughly two to three drinks per person for the first hour and one serving per person for each planned food break. Confirm refrigerator or cooler capacity before deliveries arrive.

Frequently asked questions

How many extra badges should I buy for a trade fair?: Prepare one badge for every confirmed exhibitor and visitor, then add at least 10% extra. For 200 expected attendees, that means 220 badges so late registrations and damaged badges do not stop check-in.
How many chairs and tables do I need for a trade fair?: Start with the booth layout: provide the planned number of exhibition tables and at least two chairs per staffed booth unless the layout says otherwise. Add seating for registration, catering and presentations separately rather than taking chairs from exhibitor areas.
What presentation equipment should I bring to a trade fair?: For each presentation area, bring a laptop, presentation screen, HDMI cable, the required HDMI adapter and a clicker. Test the complete setup at least 48 hours before opening and keep a USB stick with the presentation files as a backup.
When should trade fair supplies be delivered?: Schedule furniture, display walls, catering equipment and printed materials to arrive at least one working day before the fair. This gives you time to check quantities, assemble booth areas, attach signs and replace missing items before visitors arrive.

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