Trade Fair Visit Shopping List

A trade fair visit needs more than tickets and transport. Pack the materials that keep registration, group movement and lunch running smoothly, especially if you are meeting at a separate assembly point. Plan food and drinks per participant, then add a small reserve for delays. Keep tickets, participant details, route information and emergency contacts together so the organiser can find them without searching through several bags.

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What to bring

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

Furniture

Foldable tablesqty 2
Folding chairsqty 6
Waiting bench

Equipment

Coolersqty 3
Thermos flasksqty 3
Mobile phoneqty 3
Power banksqty 3
Charging cablesqty 3
Hand megaphone

Tableware

Reusable cupsqty 30
Lunch boxesqty 25
Reusable platesqty 25
Reusable cutleryqty 25
Napkin holderqty 2

Documents

Ticketsqty 25
Participant listsqty 3
Program leafletsqty 25
Route mapsqty 25
Emergency contact cardsqty 25
Pensqty 10
Name stickersqty 25
Wristbandsqty 25
Registration folder
Clipboardsqty 3

Bags

Carry bagsqty 25
Trash bags for the roadqty 6

Safety

First aid kit
Reflective vestsqty 4
Hand sanitizerqty 3

Catering

Groceries
- Coffee - 2 packs
- Tea Bags - 50 pieces
- Decaf coffee - 1 pack
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Still water - 30 bottles
- Sparkling water - 12 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 3 liters
- Cola Zero - 3 liter
- Whole wheat bread - 5 loaves
- White buns - 30 pieces
- Whole wheat wraps - 20 pieces
- Young cheese - 1 kilo
- Aged cheese - 1 kilo
- Ham - 750 grams
- Chicken breast slices - 750 grams
- Hummus - 4 tubs
- Butter - 500 grams
- Margarine - 500 grams
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Cucumber - 5 pieces
- Tomatoes - 2 kilos
- Bell pepper - 1 kilo
- Lettuce - 3 heads
- Apples - 30 pieces
- Bananas - 25 pieces
- Grapes - 3 kilos
- Mandarins - 3 kilo
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Low-salt crackers - 4 packs
- Muesli bars - 30 pieces
- Cookies - 4 packs
- Herb cream cheese - 3 tubs
- Gluten-free rolls - 6 pieces
- Vegan spread - 4 packs
- Lactose-free milk - 2 liters
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Sponges - 6 pieces
- Toilet paper - 12 rolls
- Wet wipes - 4 packs

Tips

Prepare one lunch box and one reusable cup per participant, then add 10% extra if attendance may change. Keep chilled drinks in coolers and hot drinks in thermos flasks until the group leaves.
Print the tickets, participant list, programme and route maps before the visit. Bring at least two printed copies of the participant list and keep emergency contact cards with the registration folder.
Allow one power bank and the correct charging cable for every two organisers. A fully charged phone is useful for last-minute transport updates, participant calls and finding the meeting point.
Pack registration supplies together: name stickers, pens, wristbands and clipboards should stay in one registration folder. Bring 10% more name stickers and wristbands than the confirmed participant count.
Use carry bags to separate documents, catering and safety supplies. Keep the first aid kit, hand sanitizer and reflective vests easy to reach rather than at the bottom of a packed bag.

Frequently asked questions

What should I bring to a trade fair visit?: Bring tickets, participant lists, programme leaflets, route maps, name stickers, wristbands, registration supplies, lunch, drinks and a first aid kit. For a group visit, also take at least one charged phone, power banks, charging cables and emergency contact cards.
How much food and drink do I need for a trade fair visit?: Plan one lunch box, one reusable cup and enough drinks for each participant. For the first hour, allow two to three drinks per person, and add roughly 10% extra food and drinks if the final attendance is not fixed.
How many printed documents should I take to a trade fair?: Print one ticket and one programme or route handout per participant, plus at least two spare copies of each. Keep two copies of the participant list and one set of emergency contact cards with the organiser.
When should I prepare the trade fair visit supplies?: Buy non-perishable supplies and prepare the document folder at least 3 to 5 days beforehand. Chill drinks and pack lunch on the day of the visit, and check tickets, attendance and dietary requirements again before departure.

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