What you need for a trade fair

A trade fair needs more than booths and a registration desk. You need reliable power, working presentation equipment, clear visitor signage, catering supplies and enough furniture for exhibitors, speakers and guests. Plan quantities from your expected visitor count and the number of booths, then add a small buffer for breakage and last-minute registrations. The list below covers the practical items that are easy to overlook until setup day.

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What to bring

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

Furniture

Display wallsqty 20
Standing tablesqty 20
Visitor tablesqty 8
Chairsqty 80
Bar stoolsqty 12
Registration deskqty 2
Stage
Speaker table
Waste binsqty 12
Clothes racksqty 4

Equipment

Laptopsqty 4
Screensqty 4
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Power banksqty 4
WiFi hotspotqty 2
Presentation clickerqty 2
Cable traysqty 20

Tableware

Drinking glassesqty 160
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 160
Cutlery setsqty 160
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 12
Small bowlsqty 24
Corkscrewsqty 4

Decorations

Company flagsqty 10
Plantsqty 12
Table runnersqty 20
Decorative panelsqty 6

Lighting

LED light setsqty 8
String lightsqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 24
Hand broomsqty 3
Dustpan and brushqty 3
Dispensersqty 8

Registration

Name badge holdersqty 350
Lanyardsqty 350
Registration table foldersqty 4
Pen setsqty 12
Clipboard foldersqty 6

Presentation

Flip chartsqty 3
Flip chart standsqty 3
Whiteboardsqty 2
Whiteboard markersqty 12
Needle boardsqty 4
Directional signsqty 12
Information boardsqty 20

Security

Bollardsqty 8
Barrier tapeqty 4
Flashlightsqty 4

Tools

Toolboxesqty 2
Cable tiesqty 200
Gaffer tapeqty 8
Vernier caliperqty 2
Scissor setsqty 6
Tape measuresqty 3

Catering

Groceries
- Coffee beans - 8 kilos
- Tea bags - 500 pieces
- Black tea - 150 bags
- Green tea - 100 bags
- Herbal tea - 100 bags
- Decaf coffee - 1 kilogram
- Sugar - 3 kilograms
- Sugar substitutes - 500 pieces
- Semi-skimmed milk - 20 liters
- Oat milk - 10 liters
- Lemon - 3 kilograms
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 30 liters
- Coca-Cola Zero - 30 liters
- Orange soda - 20 liters
- Tonic - 12 liters
- Ginger beer - 12 liters
- Apple juice - 15 liters
- Orange juice - 15 liters
- Bitter lemon - 10 liters
- Beer - 240 bottles
- Alcohol-free beer - 80 bottles
- White wine - 30 bottles
- Red wine - 15 bottles
- Rosé - 15 bottles
- Prosecco - 12 bottles
- Sandwiches - 350 pieces
- Whole wheat bread - 12 loaves
- Mini wraps - 180 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 3 kilograms
- Young cheese - 6 kilograms
- Aged cheese - 3 kilograms
- Cooked ham - 4 kilograms
- Smoked chicken breast - 3 kilogram
- Roast beef - 2 kilograms
- Hummus - 4 kilograms
- Avocado spread - 2 kilogram
- Egg salad - 2 kilograms
- Cucumber - 4 kilograms
- Tomatoes - 5 kilograms
- Arugula - 2 kilogram
- Bell peppers - 3 kilograms
- Olives - 2 kilograms
- Grapes - 6 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Mandarins - 6 kilograms
- Muesli bars - 250 pieces
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Salt sticks - 8 bags
- Mixed nuts - 5 kilograms
- Herb cheese - 2 kilograms
- Bitterballen - 600 pieces
- Vegetarian bitterballen - 200 pieces
- Mini quiches - 300 pieces
- Vegetable skewers - 200 pieces
- Satay sauce - 3 liter
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Chili sauce - 1 liter
- Salt - 1 kilogram
- Pepper - 500 grams
- Olive oil - 2 liters
- Napkins - 1500 pieces
- Paper cups - 1000 pieces
- Stir sticks - 1000 pieces
- Cocktail picks - 1000 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Liquid hand soap - 8 bottles
- Hand sanitizer gel - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Diet stickers - 300 pieces

Tips

Plan one registration desk with at least two laptops for busy arrival periods, plus alphabetised name badges and spare blank badges for walk-ins.
Allow one power connection per booth, then add at least 20% spare capacity through extension cords, power strips and cable trays. Test every screen, projector, microphone and clicker before exhibitors arrive.
For a full-day fair, plan roughly two to three drinks per person during the first hour and one drink per person for each following hour. Include coffee cups, drinking glasses, plates, cutlery and serving trays rather than relying on venue stock.
Give each exhibitor enough display space for their materials, and confirm the booth layout before ordering display walls, tables, chairs or bar stools. Clothes racks are easy to miss when exhibitors bring samples or garments.
Order catering only after collecting dietary requirements and confirming exhibitor and visitor registrations. Recheck the final headcount two to three days before the fair and keep a small reserve for late arrivals.

Frequently asked questions

What equipment do I need for a trade fair?: At minimum, plan laptops, screens or a projector with projection screen, wireless microphones, speakers, a mixer and a presentation clicker. Add extension cords, power strips, cable trays, power banks and a WiFi hotspot, then test everything at least one day before setup.
How many tables and chairs do I need for a trade fair?: Base the order on your booth layout: count one exhibitor table and the required seating for each booth, then add visitor tables, chairs and any standing tables for shared areas. Confirm the layout at least one week before the fair so furniture changes are still possible.
How much catering should I order for a trade fair?: Use the confirmed visitor and exhibitor count, then allow two to three drinks per person in the first hour and one per person per additional hour. Order plates, cutlery, cups and glasses for the full headcount, with a small buffer for late registrations and breakage.
When should I prepare trade fair badges and materials?: Prepare and sort name badges two to three days before the event, after registrations have been checked. Bring spare blank badges, exhibitor information, promotional materials and presentation files to the venue before doors open.

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