What you need for a travel fair

A travel fair needs more than tables and brochures. You will need equipment for exhibitor booths, clear information for visitors, presentation technology, registration support and refreshments for the day. Plan quantities around the number of exhibitors, visitors and presentation sessions rather than buying one of everything. Check power, charging and transport early: these are easy to overlook and difficult to fix once exhibitors are arriving.

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What to bring

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

Furniture

Foldable tablesqty 24
Folding chairsqty 80
Party tentsqty 8
Backdropsqty 16
Bar stoolsqty 16
Lounge chairsqty 8
High tablesqty 10
Countersqty 4
Brochure racksqty 16
Clothes racksqty 4

Equipment

Laptopsqty 4
Tabletsqty 4
Printersqty 2
Projector
Projection screen
Speakersqty 2
Mixer
Wireless microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Charging cablesqty 12
Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 8
Cash boxesqty 2
Card machinesqty 2
Walkie-talkiesqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Soup ladlesqty 4
Sugar bowlsqty 6

Decorations

Buntingqty 12
World mapsqty 8
Suitcases as decorationqty 6
Balloon bundlesqty 12
Tableclothsqty 24
Plantsqty 16
Photo backdrop
Chalkboardsqty 8
Table décorqty 24

Lighting

LED spotlightsqty 12
String lightsqty 8
Batteriesqty 24

Catering

Water dispensersqty 3
Coffee urnsqty 3
Cooler cratesqty 6
Serving plattersqty 20
Tiered traysqty 8
Thermos bottlesqty 12
Water jugsqty 12
Storage boxesqty 20
Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Ice cubes - 20 kilo
- Mineral water for speakers - 24 bottles
- Wraps - 120 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain bread - 8 loaves
- Mini croissants - 100 pieces
- Mini raisin buns - 80 pieces
- Cream cheese - 4 kilo
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Ham - 3 kilos
- Chicken breast - 3 kilo
- Smoked salmon - 2 kilos
- Hummus - 3 kilos
- Avocado spread - 2 kilos
- Egg salad - 2 kilo
- Cucumbers - 4 kilos
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Lettuce - 12 heads
- Arugula - 8 bags
- Red onion - 2 kilos
- Olives - 3 kg
- Sun-dried tomatoes - 2 kilo
- Pesto - 12 jars
- Mayonnaise - 4 bottles
- Mustard - 4 bottles
- Ketchup - 4 bottles
- Chili sauce - 3 bottles
- Balsamic dressing - 3 bottles
- Olive oil - 3 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Curry powder - 2 jars
- Garlic powder - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted breadsticks - 6 bags
- Mixed nuts - 5 kilo
- Student mix - 4 kilo
- Rice cakes - 6 packs
- Cookies - 12 packs
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Grapes - 8 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Oranges - 6 kilos
- Berry mix - 4 kilos
- Paper napkins - 1000 pieces
- Straws - 300 pieces
- Cocktail picks - 500 pieces
- Trash bags - 60 pieces
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Hand soap - 12 bottles
- Hand sanitizer - 12 bottles
- All-purpose cleaner - 6 bottles
- Glass cleaner - 4 bottles
- Dish soap - 6 bottles
- Sponges - 24 pieces
- Microfiber cloths - 30 pieces
- Kitchen rolls - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls

Registration

Name badgesqty 120
Badge holdersqty 120
Lanyardsqty 120
Clipboardsqty 6
Desk pensqty 24
Visitor formsqty 600
Exhibitor formsqty 100
Program leafletsqty 600
Floor plansqty 600
Wristbandsqty 600
Cash traysqty 2
Receipt rollsqty 12

Presentation

Presentation remoteqty 2
Flip chartsqty 2
Flip chart paperqty 10
Markersqty 24
Speaker cardsqty 40
Timersqty 2
Notepadsqty 40
Ballpoint pensqty 80

Promotion

Roll-up bannersqty 8
Postersqty 24
Flyersqty 2000
Stickersqty 1000
Tote bagsqty 500
Postcardsqty 1000
Pen setsqty 500
Luggage tagsqty 500
Stampsqty 8
Stamp cardsqty 600

Packaging

Cardboard boxesqty 40
Bubble wrapqty 2
Packing tapeqty 12
Ropeqty 4
Labelsqty 500

Tools

Hammerqty 3
Screwdriversqty 6
Allen keysqty 3
Measuring tapesqty 3
Cable tiesqty 500
Gaffer tapeqty 12
Scissorsqty 12
Utility knivesqty 4
Work glovesqty 12

Cleaning

Waste binsqty 20
Trash bin linersqty 60
Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Floor squeegeesqty 2
Cleaning glovesqty 12
Paper towelsqty 24
Toilet brushesqty 4
Cleaning clothsqty 30

Tips

Allow one clearly marked stand space per exhibitor, plus spare room for visitor routes and queues. Confirm the number of foldable tables, counters, chairs and brochure racks after the booth layout is final.
Prepare one name badge and one information pack per registered exhibitor, then add at least 10% extra for late changes or damaged copies. Keep maps, stand numbers and the presentation schedule together at the information point.
Count electrical devices by area, not just in total. Provide enough extension cords, power strips and charging cables for laptops, tablets, printers, projectors and card machines, and test every presentation setup before opening.
For a full-day fair, plan roughly 2 to 3 drinks per person during the first hour and about 1 drink per person for each following hour. Match coffee cups, reusable cups, coolers, kettles, coffee machines and thermos flasks to that headcount.
Pack exhibitor materials by stand number and label each box before transport. Keep cash boxes, card machines, walkie-talkies, spare cables and printed signs in a separate organiser’s kit so they are available immediately at opening.

Frequently asked questions

What should I buy for a travel fair?: Start with booth furniture, backdrops, brochure racks, signage, badges, maps, laptops or tablets, presentation equipment, power accessories and catering supplies. Add one spare set of essential cables and at least 10% extra printed materials for last-minute changes.
How many chairs and tables do I need for a travel fair?: Plan the quantity from the final booth layout: count the tables and chairs assigned to each exhibitor, then add 10% spare seating if space allows. Keep visitor routes clear and avoid filling every available area with furniture.
How much coffee and water should I buy for a travel fair?: For the first hour, allow about 2 to 3 drinks per person, followed by roughly 1 drink per person per hour. Buy extra cups and keep a reserve of drinks for exhibitors, presenters and staff who stay all day.
When should I prepare the travel fair shopping list?: Create the first list as soon as the exhibitor count and booth layout are known, usually several weeks before the fair. Recheck quantities after registrations close and finish shopping and packing at least 1 day before opening.

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