Wedding fair shopping list

A wedding fair needs more than exhibitor stands and a registration desk. Visitors must be able to find their way around, sit down, leave coats and refreshments must be easy to serve without queues. Use this shopping list to prepare furniture, tableware, decorations and practical supplies before the doors open. Check quantities against your floor plan, exhibitor count and expected visitor numbers at least one week before the fair.

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What to bring

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

Furniture

Standing tablesqty 30
Bistro tablesqty 8
Visitor chairsqty 80
Booth chairsqty 60
Registration desk
Buffet tablesqty 4
Changing room screensqty 4
Waste binsqty 10
Coat racksqty 4
Coat racksqty 3
Presentation table

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 150
Wine glassesqty 80
Dessert platesqty 100
Coffee spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12
Water jugsqty 10

Decorations

Tableclothsqty 42
Table runnersqty 12
Balloon archesqty 2
Balloonsqty 200
Artificial flower arrangementsqty 20
Vasesqty 20
Decorative candlesqty 40
Welcome sign
Photo backdrop
Decorative ribbonsqty 10
Stand number signsqty 30
Info displaysqty 8

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 10
Power stripsqty 12
Cable matsqty 8
Laptop
Projector
Projector screen
Mobile phoneqty 2

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving tongsqty 8
Thermos flasksqty 8
Bottle openersqty 4
Cookie tinsqty 6

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 6
Toilet brushesqty 4

Lighting

Mood lightingqty 8
LED spotlightsqty 6
String lightsqty 10

Catering

Groceries
- Coffee beans - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Semi-skimmed coffee milk - 4 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Tonic - 6 bottles
- Ginger beer - 6 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Prosecco - 12 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Ice cubes - 20 kilo
- Lemons - 3 kilos
- Limes - 2 kilos
- Fresh mint - 6 bunches
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilo
- Carrots - 2 kilo
- Celery - 2 stalks
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Apples - 4 kilos
- Bananas - 3 kilos
- Melons - 3 pieces
- Mini wraps - 120 pieces
- Baguettes - 12 pieces
- Toast squares - 10 packs
- Crackers - 8 packs
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Pesto - 6 jars
- Brie - 2 kilos
- Young cheese - 2 kilos
- Smoked chicken breast - 1,5 kilo
- Smoked salmon - 1 kilo
- Savory rolls - 100 pieces
- Mini quiches - 100 pieces
- Falafel balls - 100 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Olives - 3 jars
- Pickles - 2 jars
- Mixed nuts - 2 kilos
- Raisins - 1 kilo
- Brownies - 80 pieces
- Mini muffins - 100 pieces
- Cookies - 8 packs
- Macarons - 100 pieces
- Apple pie - 4 pieces
- Whipped cream - 6 cans
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 1 bottle
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Herb mix - 2 jars
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Paper cake plates - 150 pieces
- Wooden cocktail sticks - 300 pieces
- Coffee filters - 2 packs
- Dish soap - 3 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 2 packs
- Microfiber cloths - 2 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Hand soap - 6 bottles
- Paper towels - 8 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Sandwich bags - 2 boxes
- Labels - 4 sheets
- Water-resistant markers - 2 packs

Tips

Plan furniture from the floor plan, not from a rough room estimate. Count one registration desk, enough chairs for visitor and exhibitor areas, and clear space around standing and bistro tables so guests can move between pitches.
Order tableware by service, then add a buffer of about 10 percent. For a coffee and tea welcome, count one cup and spoon per expected serving, plus water glasses and serving utensils for the buffet.
Do not leave signage and registration supplies until the morning of the fair. Prepare the welcome sign, route signs, visitor lists and name badges at least two days beforehand, and keep spare pens and blank badges at the registration desk.
Check the refreshment setup against the catering plan 48 hours before opening. Water jugs, glasses, serving platters and dessert plates are easy to overlook when the catering is booked by someone else.
Decorations often need more setup time than expected. Assemble balloon arches, flower arrangements, vases and the photo backdrop the day before where possible, and bring tablecloths, runners, ribbons and waste bins to the venue before exhibitors arrive.

Frequently asked questions

What should I buy for a wedding fair?: Start with furniture for exhibitors and visitors, including tables, chairs, a registration desk, coat racks and waste bins. Add tableware for drinks and buffet service, plus signage and the planned decorations. Use the full shopping list and match every quantity to the floor plan and visitor estimate.
How many glasses do I need for a wedding fair?: Count one glass per expected guest for each service round, then add around 10 percent for breakage and replacements. A fair serving coffee, tea, water and wine may need separate coffee cups, tea glasses, water glasses and wine glasses rather than one shared glass type.
When should I prepare wedding fair name badges and visitor lists?: Print the visitor lists and prepare name badges at least two days before the fair, after registrations and dietary requirements have been checked. Keep blank badges and a small supply of pens available for late registrations and exhibitors.
How early should wedding fair decorations be set up?: Set up large decorations such as balloon arches, the photo backdrop and artificial flower arrangements the day before if the venue allows it. Put out tablecloths, runners, ribbons and welcome signage after the furniture layout is confirmed, ideally at least two hours before opening.

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