What you need for a travel fair

A travel fair needs more than tables and country flags. You will need supplies for registration, exhibitor booths, visitor badges, refreshments, directions and reliable power throughout the day. Use this shopping list alongside your event plan, then adjust quantities to your expected visitor and exhibitor numbers. Order printed materials and rented equipment early; last-minute gaps are hardest to fix once exhibitors are arriving.

Organize this event for free with Lizzt

What to bring

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

Furniture

Trade fair tablesqty 30
Chairsqty 80
Registration desksqty 2
Bar stoolsqty 8
Buffet tablesqty 4
Waste binsqty 12

Equipment

Laptopsqty 4
Tabletsqty 4
Printer
Extension cordsqty 10
Power stripsqty 12
Power banksqty 6
Walkie-talkiesqty 8
Presentation screensqty 4
Camera
Cable reelsqty 4

Lighting

LED lampsqty 12
Mood lightingqty 6

Decorations

World mapsqty 6
Buntingqty 10
Country flagsqty 20
Tableclothsqty 30
Plantsqty 12
Photo backdrop
Directional signsqty 12
Booth numbersqty 30

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Soup ladlesqty 4
Food containersqty 12

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 4
Toilet brushesqty 4

Communication

Visitor badgesqty 600
Exhibitor badgesqty 100
Badge holdersqty 700
Program leafletsqty 600
Booth information cardsqty 600
Pensqty 100
Notepadsqty 100
Name stickersqty 200
Tapeqty 12
Writing suppliesqty 20

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea - 300 bags
- Herbal tea - 100 bags
- Hot chocolate - 4 cartons
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 10 crates
- Alcohol-free beer - 4 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free wine - 6 bottles
- Ice cubes - 20 kilo
- Mineral water for coffee - 20 liters
- Baguettes - 25 pieces
- Mini rolls - 300 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumbers - 3 kilos
- Tomatoes - 4 kilos
- Lettuce - 10 heads
- Bell peppers - 3 kilos
- Olives - 2 kilos
- Grapes - 8 kilos
- Apples - 10 kilos
- Bananas - 6 kilos
- Oranges - 8 kilo
- Melons - 4 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snacks - 8 bags
- Mixed nuts - 4 kilos
- Rice cakes - 6 packs
- Muesli bars - 150 pieces
- Mini cookies - 8 packs
- Brownies - 150 pieces
- Mini muffins - 150 pieces
- Gluten-free crackers - 6 packs
- Gluten-free cookies - 6 packs
- Vegan sandwiches - 60 pieces
- Vegan toppings - 3 kilos
- Vegetarian spreads - 3 kilos
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 2 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilo
- Pepper - 500 grams
- Napkins - 1000 pieces
- Coffee filters - 200 pieces
- Stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 8 bottles
- Hand sanitizer - 10 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Trash bags - 100 pieces
- Paper towels - 12 packs

Tips

Prepare at least one registration desk, laptop or tablet, badge printer and spare power supply for the check-in area. Keep a backup pack of blank badges and pens nearby so registration does not stop if a name changes.
Plan one table, chair and booth number for every exhibitor stall, then add at least 10% extra chairs for visitors and staff. Tablecloths, extension cords and power strips are often forgotten until exhibitors start setting up.
Calculate drinks separately for the first hour and the rest of the fair: allow two to three drinks per person for the first hour, then one per person per additional hour. Chill the first supply before doors open and keep a reserve unchilled.
Pack direction signs, route signs, booth numbers and printed program copies in clearly labelled boxes. Put signs up before exhibitors arrive; changing them after setup usually means moving tables, cables or decorations.
Test every laptop, tablet, printer, presentation screen and cable reel at least one day before the fair. Bring power banks, spare extension cords and walkie-talkies so staff can handle registration, deliveries and room changes without leaving their posts.

Frequently asked questions

How many tables do I need for a travel fair?: Plan one trade fair table for each exhibitor stall, plus separate registration and buffet tables. Add one spare table for every 10 exhibitors if you have room for last-minute changes or extra display materials.
How much food and drink should I buy for a travel fair?: For drinks, allow two to three per person during the first hour and one per person for each additional hour. Order catering from your confirmed registration count, then add around 10% for late registrations, exhibitors and staff.
When should I order travel fair badges and printed signs?: Order or prepare the main printed materials at least 7 days before the fair, after exhibitor and visitor details are checked. Keep blank badges and spare booth numbers available for changes on the day.
What power supplies are needed for a travel fair?: Provide an extension cord and power strip for each booth that needs electricity, then keep at least 10% spare capacity. Test cable reels, laptops, tablets, printers and presentation screens one day before opening.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.