Transport Fair shopping list

A Transport Fair needs more than booths and display screens. You also need a working registration desk, printed badges, reliable power, refreshments and equipment that can be moved into the hall quickly. Use the exhibitor list and floor plan to estimate quantities before buying or collecting anything. Plan drinks, cups, plates and serving items for the full visitor and exhibitor count, then chill drinks and check deliveries before the fair opens.

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What to bring

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

Furniture

Trade show boothsqty 20
Standing tablesqty 20
Visitor chairsqty 80
Bar stoolsqty 12
Registration deskqty 2
Buffet tablesqty 4
Waste binsqty 8
Clothes racksqty 2

Equipment

Laptopsqty 3
Tabletsqty 3
Presentation screen
Screensqty 4
Projector
Printer
Extension cordsqty 12
Power stripsqty 12
USB chargersqty 8
Handheld microphoneqty 2
Speakersqty 2
Walkie-talkiesqty 6
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Hand trucksqty 2

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 8
Coffee spoonsqty 100

Decorations

Trade show bannerqty 4
Table signsqty 20
Name badgesqty 250
Badge holdersqty 250
Wristbandsqty 250
Floor plansqty 250
Info boardsqty 12
Tableclothsqty 24
Directional signsqty 20

Lighting

LED string lightsqty 8
LED work lightsqty 6
Emergency lightingqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Measuring cupsqty 4
Ice packsqty 20

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning clothsqty 30
Hand soap dispensersqty 6
Sanitizing stationsqty 6

Catering

Groceries
- Coffee beans - 4 kilos
- Decaffeinated coffee - 1 kilo
- Black tea - 200 bags
- Green tea - 100 bags
- Herbal tea - 100 bags
- Sugar - 3 kilos
- Sugar substitutes - 500 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 2 liters
- Lemons - 3 kilos
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 8 bottles
- Bubbles - 6 bottles
- Tonic Water - 2 packs
- Ginger Beer - 2 packs
- Ice cubes - 20 kilo
- Mini croissants - 200 pieces
- Mini chocolate rolls - 150 pieces
- Mini raisin rolls - 100 pieces
- White rolls - 120 pieces
- Wholewheat bread rolls - 120 pieces
- Mini wraps - 150 pieces
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Herb butter - 1 kilo
- Lettuce - 8 heads
- Tomatoes - 5 kilos
- Cucumbers - 4 kilos
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Red onion - 1 kilo
- Olives - 2 kilos
- Pesto sauce - 6 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Yogurt dressing - 3 bottles
- Balsamic dressing - 2 bottles
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snack mix - 6 bags
- Nut mix - 4 bags
- Rice cakes - 6 packs
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 6 kilos
- Mini muffins - 150 pieces
- Cookies - 12 packs
- Brownies - 120 pieces
- Vegetarian quiches - 50 pieces
- Mini sausage rolls - 100 pieces
- Vegetarian puff pastry snacks - 100 pieces
- Napkins - 500 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs

Tips

Match furniture and equipment to the floor plan before delivery: allow one registration desk, enough booth furniture for every exhibitor space, and clear routes for hand trucks.
Prepare at least one laptop or tablet for registration, plus a printer and spare USB chargers. Test the registration setup and print a small batch of name badges before the event day.
Count power points by area, not just by device. Bring extension cords and power strips for booths, screens, laptops, coffee machines and the registration desk, and label cables before setup.
For a four-hour fair, plan roughly two drinks per person for the first hour and one per person for each additional hour. Add extra glasses, coffee cups, plates, cutlery sets and serving spoons for catering service.
Pack materials by function: registration, exhibitor booths, catering, signage and technical equipment. Keep the contact list, run sheet, badges and delivery confirmations together so they are available at the registration desk.

Frequently asked questions

What do I need for a Transport Fair?: You need booth furniture, standing tables, visitor chairs, registration furniture, signage and name badges, plus laptops or tablets, screens, a projector, microphones, speakers and power supplies. Add catering equipment, drinks, tableware, waste bins and hand trucks for setup.
How many drinks should I buy for a Transport Fair?: For the first hour, allow two to three drinks per person, then one drink per person for each additional hour. Buy at least 10% extra for late arrivals, exhibitors and staff, and chill the drinks several hours before opening.
When should I order Transport Fair equipment and catering?: Confirm furniture, technical equipment and catering at least 7 days before the fair. Recheck quantities, dietary requirements and delivery times 48 hours beforehand, then confirm deliveries again on the setup day.
What should I bring to the Transport Fair registration desk?: Bring the registration laptop or tablet, printer, printed name badges, spare USB chargers, the exhibitor list, contact list and run sheet. Pack these items in one labelled box and place the desk at least 60 minutes before doors open.

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