Wedding fair shopping list

A wedding fair needs more than exhibitor stands and a few tables. Visitors need clear directions, places to sit, refreshments and a smooth check-in, while suppliers need practical booth furniture and working equipment. Use this shopping list to check what must be bought, hired or brought to the venue before setup day. Pay particular attention to small items such as glasses, serving pieces, name badges and printed programmes, which are easy to leave until the last minute.

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What to bring

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

Furniture

Trade show boothsqty 20
Tablesqty 24
Chairsqty 80
High tablesqty 8
Tableclothsqty 24
Foldable tablesqty 4
Coat racksqty 2
Bollardsqty 8

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 120
Wine glassesqty 80
Dessert platesqty 100
Serving spoonsqty 8
Serving traysqty 12
Coffee spoonsqty 100
Napkinsqty 250

Decorations

Balloonsqty 120
Balloon archesqty 2
Flower arrangementsqty 12
Table decorationsqty 24
Runnerqty 2
Photo backdrop
Decorative candlesqty 48
Candle holdersqty 24
Ribbonsqty 10
Confetti containersqty 8
Welcome sign
Wedding Fair Logo
Stand for welcome sign

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Charging cablesqty 8
Cash drawer
Payment terminal
Barcode scanner
Printer
Spare batteriesqty 24
Power banksqty 4

Lighting

LED spotlightsqty 12
String lightsqty 8
Battery lampsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 12
Food containersqty 12
Food warmersqty 4
Bottle openersqty 4
Teapotsqty 4
Milk jugsqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 6 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Prosecco - 12 bottles
- White wine - 8 bottles
- Rosé wine - 8 bottles
- Red wine - 6 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Fresh mint - 6 bunches
- Ice cubes - 20 kilo
- Mini croissants - 120 pieces
- Mini chocolate croissants - 100 pieces
- Mini muffins - 120 pieces
- Mini brownies - 100 pieces
- Butter cookies - 6 packs
- Butter - 1 kilo
- Baguettes - 12 pieces
- Multigrain bread - 8 loaves
- Mini rolls - 150 pieces
- Young cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Smoked chicken breast - 2 kilo
- Smoked salmon - 1.5 kilos
- Snack sausage - 2 kilo
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Apples - 5 kilo
- Pears - 4 kg
- Nut mix - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Olives - 3 kg
- Sun-dried tomatoes - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Herb butter - 2 kilo
- Tortilla wraps - 100 pieces
- Falafel - 3 kilos
- Mini quiches - 100 pieces
- Vegetarian meatballs - 3 kilos
- Chicken meatballs - 3 kilo
- Rice salad - 5 kilo
- Pasta salad - 5 kilos
- Mixed salad - 5 kilos
- Fruit salad - 5 kilos
- Gluten-free rolls - 20 pieces
- Vegan wraps - 20 pieces
- Lactose-free desserts - 30 pieces
- Brownies - 100 pieces
- Cheesecake Slices - 80 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Disposable cups - 250 pieces
- Stir sticks - 250 pieces
- Cocktail picks - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
Cooling platesqty 12
Water dispensersqty 2
Coffee filtersqty 100
Tea filtersqty 100
Sugar bowlsqty 6
Serving tongsqty 8
Drink dispensersqty 4
Cooling racksqty 4
Labels for dietary optionsqty 40
Coffee Bean Grinder

Cleaning

Vacuum cleaner
Mop setsqty 2
Bucketsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24
Waste binsqty 10
Toilet brushesqty 4

Registration

Registration formsqty 250
Pensqty 30
Name badgesqty 120
Badge holdersqty 120
Wristbandsqty 250
Clipboardsqty 6
Card Holdersqty 20

Printed materials

Program leafletsqty 250
Floor plansqty 250
Supplier badgesqty 80
Directional signsqty 20
Promotional flyersqty 500
Notepadsqty 120
Business card holdersqty 20

Other

Duct tapeqty 6
Cable tiesqty 200
Scissorsqty 8
Utility knivesqty 4
Measuring tapesqty 2
Work glovesqty 12
Storage boxesqty 12
Cable tiesqty 100
Spare platesqty 12
Money traysqty 4

Tips

Plan seating and standing space separately: provide chairs for visitors who need a break, plus high tables for quick conversations between appointments. Confirm the final layout after the site visit, not before.
Allow at least one coffee cup, tea glass and water glass per expected simultaneous guest, then add a 10–15% buffer. Wine glasses and dessert plates are often forgotten when refreshments are ordered separately.
Prepare one programme leaflet and one name badge for every registered supplier, plus at least 10% extra copies and blank badges for late changes. Print them before the supplier briefing so missing details can still be corrected.
Test the laptops, projector and projection screen at the venue at least one day before opening if possible. Bring the correct chargers, adapters and connection cables; these are rarely included with hired equipment.
Buy or collect décor early enough to assemble the balloon arches, flower arrangements, table decorations and photo backdrop before suppliers arrive. Keep candles, ribbons and confetti in labelled boxes so setup does not depend on finding loose items.

Frequently asked questions

What should I buy for a wedding fair?: Plan for booth furniture, tables, chairs, high tables, tablecloths, coat racks, refreshments, serving ware, printed programmes, name badges, signage and basic décor. Add laptops, a projector and a projection screen if presentations are part of the programme.
How many glasses do I need for a wedding fair?: Count one water glass per expected simultaneous guest, then add 10–15% spare glasses. For a 100-person peak, that means at least 110–115 water glasses; order coffee cups, tea glasses and wine glasses separately because they are not interchangeable.
When should I order wedding fair supplies?: Place furniture, tableware and catering orders as soon as visitor and supplier numbers are reasonably stable, preferably at least two weeks before the fair. Finalise quantities after registration closes and check deliveries again 48 hours before setup.
What do wedding fairs usually forget to bring?: The commonly missed items are spare name badges, printed programme leaflets, chargers and adapters, serving spoons, trays, napkins and coat racks. Pack these in labelled boxes and check them against the shopping list before leaving for the venue.

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