What to Bring for a Visit to the Fair

A group visit to the fair needs more than tickets. Pack the documents, communication gear, food, drinks and safety supplies that keep registration, meeting up and the journey running smoothly. Bring one participant list, route map and emergency contact form set for the group, plus name badges and badge holders for everyone. Allow extra time to shop for dietary requirements, charge phones and pack coolers before departure.

Organize this event for free with Lizzt

What to bring

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

Documentation

Participant listsqty 4
Route mapsqty 30
Emergency contact formsqty 30
Ticketsqty 30

Communication

Name badgesqty 30
Badge holdersqty 30
Walkie-talkiesqty 4
Mobile phonesqty 4
Power banksqty 4

Furniture

Folding chairsqty 6
Foldable tablesqty 2

Catering

Coolersqty 3
Thermos flasksqty 4
Groceries
- Spa Blauw - 36 bottles
- Spa Red - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Coffee creamer - 2 tubs
- Sugar - 1 pack
- Mints - 1 box
- Stir sticks - 1 pack
- Sandwiches - 60 pieces
- Young cheese - 1 kilo
- Back ham - 1 kilo
- Chicken breast topping - 750 grams
- Hummus - 4 tubs
- Cucumbers - 4 pieces
- Tomatoes - 1 kilo
- Bananas - 30 pieces
- Apples - 30 pieces
- Grapes - 3 kilos
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Salted crackers - 4 packs
- Butter cookies - 4 packs
- Napkins - 2 packs
- Paper tissues - 6 packs
- Paper towels - 4 rolls
- Trash bags - 1 roll
- Hand soap - 2 dispensers
- Cleaning wipes - 2 packs
- Wet wipes - 3 packs
- Toilet paper - 2 packs

Tableware

Reusable cupsqty 40
Reusable platesqty 35
Reusable cutleryqty 35

Kitchen

Serving plattersqty 6
Serving spoonsqty 4
Cutting boardsqty 2
Ice packsqty 12

Safety

First aid kit
Hand sanitizerqty 3
Reflective vestsqty 4

Practical

Umbrellasqty 6
Foldable shopping bagsqty 6
Waste binsqty 3

Tips

Buy or print tickets at least 2–3 days before the visit and keep one digital or paper copy with the organiser. Check that the number of tickets matches the final participant list.
Prepare one name badge and badge holder per participant, plus 2–3 spares. Pack the badges with the participant list so attendance can be checked at the meeting point.
Pack one charged mobile phone and power bank for each lead organiser or chaperone. If the group may split up, bring walkie-talkies and agree on a check-in time, such as every 60 minutes.
For a full day, plan drinks for roughly 2–3 servings per person in the first hour and 1–2 servings per person for each additional hour. Use coolers, ice packs, reusable cups and thermos flasks to keep supplies practical on the move.
Pack the first aid kit, hand sanitizer, reflective vests and umbrellas before loading the food. Add foldable shopping bags and waste bins so purchases, wet items and rubbish do not end up mixed with route materials.

Frequently asked questions

What should I buy for a group visit to the fair?: Buy or prepare tickets, name badges and badge holders, printed route maps, participant and emergency contact forms, food, drinks and hygiene supplies. Add power banks, umbrellas, foldable shopping bags and first aid supplies for a full-day visit.
How much food and drink do I need for a fair visit?: Plan 2–3 drinks per person for the first hour and 1–2 drinks per person for each following hour. For food, allow at least one substantial serving per person plus a small snack, and check dietary requirements before shopping.
When should I prepare the shopping list for the fair?: Make the list 3–5 days before the visit, once registrations and dietary requirements are settled. Buy fresh groceries no earlier than 1–2 days beforehand, then pack coolers and ice packs on the day.
What documents should I bring to the fair?: Bring the final participant list, tickets, route maps and emergency contact forms. Print one complete organiser set and keep a digital backup on a charged phone at least 24 hours before departure.

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.