Travel fair shopping list

A travel fair needs more than brochures and display tables. Visitors must find the right booth, exhibitors need working presentation equipment, and refreshments should be ready before doors open. This shopping list covers the practical items for a clear visitor route, country-themed displays, presentations and registration materials. Check quantities against your floor plan, exhibitor count and expected attendance before ordering, especially for chairs, badges, folders, drinks and coffee cups.

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What to bring

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

Furniture

Standing tablesqty 18
Foldable tablesqty 8
Folding chairsqty 120
Display wallsqty 18
Bar stoolsqty 12
Coat racksqty 4
Bollardsqty 10
Tableclothsqty 26

Equipment

Laptopqty 2
Projector
Projection screen
Laptop speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 12
USB sticksqty 4
Charging stationsqty 3

Lighting

LED lampsqty 10
Mood lightingqty 6

Decorations

World mapsqty 6
Travel postersqty 24
Flagsqty 20
Pennant garlandsqty 8
Balloonsqty 100
Balloon pumpqty 2
Decorative globesqty 4
Plantsqty 12
Table décorqty 18

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 150
Wine glassesqty 80
Platesqty 150
Coffee spoonsqty 100
Forksqty 150
Napkin holdersqty 18

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving traysqty 8
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Scissorsqty 6
Serving tongsqty 6

Catering

Visitor foldersqty 180
Name badgesqty 80
Badge holdersqty 80
Desk pensqty 20
Route signsqty 18
Stand number signsqty 18
Information brochuresqty 500
Notepadsqty 100
Counter organizersqty 4
Groceries
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee milk - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 12 packs
- Spa Rood - 8 packs
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 4 crates
- Pilsener - 6 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 20 kilograms
- Mini water bottles - 6 crates
- Croissants - 80 pieces
- Mini muesli rolls - 60 pieces
- Currant buns - 60 pieces
- Mini sandwiches - 180 pieces
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Multigrain bread - 4 loaves
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 2 kilograms
- Grapes - 4 kilograms
- Apples - 6 kilogram
- Bananas - 4 kilogram
- Mandarins - 4 kilogram
- Melons - 4 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Mixed nuts - 3 kilogram
- Olives - 2 kilograms
- Toast rounds - 8 packs
- Herb cream cheese - 1 kilogram
- Salsa - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Pepper - 1 grinder
- Salt - 1 pack
- Paper napkins - 1000 pieces
- Paper coffee cups - 300 pieces
- Stirrers - 300 pieces
- Wooden cocktail sticks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 3 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 24 pieces
- Rubber gloves - 12 pairs
Menu standsqty 8
Serving plattersqty 18
Buffet spoonsqty 12
Beverage coolersqty 4
Thermos cupsqty 24
Water carafesqty 12
Chalkboardsqty 10
Whiteboardqty 2
Whiteboard markersqty 12
Registration formsqty 250
Wristbandsqty 250
Cash boxqty 2
Payment terminal
Calculatorsqty 2
Presentation clickersqty 2
Notice boardsqty 8
Flipchart padsqty 2
Rolls of tapeqty 12
Double-sided tapeqty 6
Cable tiesqty 100
Cable tiesqty 100
Labelsqty 300
Marker pensqty 24
Desk pensqty 30
Clipboardsqty 10

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Waste binsqty 12
Waste binsqty 4
Towel dispensersqty 4
Toilet brushesqty 4

Tips

Plan furniture from the booth layout rather than buying by guesswork. Count one table or display surface for each planned stand, then add a small reserve for registration, catering and presentation areas.
Allow at least one extension cord and one power strip for each presentation or information zone. Test the projector, screen, speakers and wireless microphones together before the fair, not just separately.
Prepare visitor materials in batches before opening. Fill folders, print the exhibitor list and make name badges at least one day in advance so registration staff are not assembling them at the entrance.
Use route signs at every decision point, including the entrance, presentation area and registration desk. A visitor should not need to ask where the next region or booth section begins.
Buy drinks and coffee supplies for the full opening period, then chill drinks before the venue opens. Keep extra cups, tableware and serving supplies available near the catering point rather than in storage.

Frequently asked questions

What do I need for a travel fair?: Plan furniture for every booth, registration materials, route signs, presentation equipment, power supplies, decorations and catering items. Include tables, display walls, maps or travel posters, name badges, visitor folders, coffee cups and chilled drinks.
How many chairs do I need for a travel fair?: Count the seats shown in your floor plan for exhibitors, volunteers and presentations, then add around 10% spare capacity. Use standing tables and bar stools where conversations are expected to be short.
When should I prepare travel fair materials?: Prepare printed materials, name badges, visitor folders and route signs at least one day before the fair. Test presentations and microphones before opening, and chill drinks several hours in advance.
What presentation equipment is needed for a travel fair?: For each presentation setup, allow a laptop, projector, projection screen, speakers, wireless microphones, microphone stands, extension cords and power strips. Keep a USB stick with presentation files as a backup.

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