What you need for a training fair

A training fair needs more than tables and printed brochures. You need a clear registration point, working presentation equipment, enough power access and practical supplies for exhibitors and visitors. Use this list to check what must be bought, borrowed or collected before the venue opens. Start with quantities based on your exhibitor and visitor numbers, then allow extra time for deliveries, equipment testing and dietary requirements.

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What to bring

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

Furniture

Tablesqty 35
Chairsqty 180
Registration desk
High tablesqty 8
Brochure racksqty 12
Stoolsqty 20

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 12
Power stripsqty 15
Charging cablesqty 6
Presentation clickerqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Extension cordsqty 8

Lighting

LED lampsqty 10
Mood lightingqty 4
Battery lanternsqty 4

Decorations

Backdrop clothsqty 8
Trade show bannersqty 4
Balloonsqty 100
Buntingqty 6
Tableclothsqty 35
Plantsqty 12
Photo backdrop
Directional signsqty 15
Cable tiesqty 100
Painter's tapeqty 8
Duct tapeqty 4
Scissorsqty 6
Markersqty 24
Pensqty 50

Tableware

Coffee cupsqty 120
Drinking glassesqty 180
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Carafesqty 12

Kitchen

Thermos flasksqty 6
Serving traysqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Storage binsqty 12
Refrigeratorsqty 2

Cleaning

Vacuum cleaner
Mop setqty 2
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 8 packs
- Tea assortment - 8 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Milk - 20 liters
- Oat milk - 8 liters
- Lemon - 3 kilos
- Still mineral water - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Ice cubes - 20 kilo
- Stirrers - 500 pieces
- Paper cups - 300 pieces
- Paper napkins - 1000 pieces
- Paper plates - 250 pieces
- Wooden cutlery sets - 250 sets
- Mini croissants - 200 pieces
- Mini cheese rolls - 200 pieces
- Mini vegetable rolls - 150 pieces
- Vegetarian wraps - 80 pieces
- Chicken wraps - 80 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 5 kilos
- Turkey breast - 3 kilos
- Hummus wraps - 40 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 8 kilo
- Carrots - 6 kilos
- Grapes - 8 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salt sticks - 8 bags
- Rice cakes - 8 packs
- Muesli bars - 120 pieces
- Cookies - 12 packs
- Gluten-free crackers - 6 packs
- Vegan cookies - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 liter
- Salt - 1 pack
- Pepper - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Bread bags - 2 packs
- Freezer bags - 2 boxes
- Garbage bags - 120 pieces
- Organic waste bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 10 bottles
- Liquid dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Cleaning wipes - 30 pieces
- Sponges - 12 pieces
- Paper towels - 12 packs
- Snack napkins - 500 pieces
- Name stickers - 250 pieces
- Printer paper - 5 packs
- Ballpoint pens - 100 pieces
- Wristbands - 250 pieces
- Training flyers - 1000 pieces
- Program leaflets - 300 copies
- Envelopes - 100 pieces
- Labels - 4 packs

Tips

Plan one registration desk, laptop and badge set for every check-in point, and prepare at least 10% extra badges for late registrations or replacements.
Allow one table and two chairs per exhibitor unless the booth layout says otherwise. Add brochure racks, tablecloths and signage before exhibitors arrive, not during setup.
Test the projector, screen, speakers, microphone and clicker at least one day before the fair. Bring one extension cord, power strip and charging cable for each active equipment area, plus spares.
For coffee and hot drinks, provide one coffee machine or kettle per 40–50 visitors to avoid queues. Keep coolers ready for chilled drinks and separate food clearly according to the dietary requirements collected.
Pack lighting and display materials together: LED lamps or battery lanterns, banners, backdrop cloths and table decorations. Keep a small reserve of tape, cable management and printed signs for last-minute booth changes.

Frequently asked questions

How many tables and chairs do I need for a training fair?: Plan one exhibitor table and two chairs per booth as a starting point. Add a separate registration desk, and allow 10–15% extra chairs if visitors may attend presentations or sit during demonstrations.
How much AV equipment is needed for a training fair?: For one presentation area, prepare one projector, one projection screen, speakers, one microphone, one microphone stand and one presentation clicker. If sessions run simultaneously, provide a complete equipment set for each room.
How many coffee machines do I need for a training fair?: Use roughly one coffee machine or kettle for every 40–50 visitors during a busy break. For 100 visitors, two or three machines reduce queues; arrange drinks and coolers before the venue opens.
When should I buy supplies for a training fair?: Buy or reserve furniture, AV equipment and printed signage at least two weeks before the fair. Complete the final shopping check three to five days beforehand, after registrations, exhibitor numbers and dietary requirements are updated.

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