Wedding fair shopping list

A wedding fair needs more than tables and brochures. You will need a clear setup for supplier booths, refreshments for visitors, registration materials and equipment for presentations. Plan each item by function: guest welcome, exhibitor display, seating, catering and wayfinding. Order printed materials and hired furniture early, then buy disposable or reusable supplies close enough to the event that drinks and food remain fresh.

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What to bring

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

Furniture

Fair countersqty 2
Foldable tablesqty 24
Cocktail tablesqty 8
Chairsqty 80
Lounge sofasqty 4
Lounge armchairsqty 8
Lounge tablesqty 4
Clothes racksqty 4
Waste binsqty 8

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving utensilsqty 12

Decorations

Tableclothsqty 24
Runwaysqty 12
Flower arrangementsqty 12
Buntingqty 8
Balloon archesqty 2
Photo backdrop
Photo propsqty 20
Chalkboardsqty 8
Plate holdersqty 30
Name card holdersqty 100

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 12
Charging stationsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 8
Bottle openersqty 4
Corkscrewsqty 4

Lighting

LED lampsqty 12
String lightsqty 8
Standing lampsqty 4

Catering

Serving plattersqty 12
Drink dispensersqty 4
Table numbersqty 24
Coffee spoonsqty 120
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea bags - 150 pieces
- Herbal tea - 40 bags
- Sugar - 2 kilos
- Sweeteners - 100 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Prosecco - 4 bottles
- Ice cubes - 10 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Snacks - 4 bags
- Mixed nuts - 3 kilo
- Olives - 2 kilos
- Grapes - 5 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilos
- Mini watermelons - 4 pieces
- Cucumbers - 6 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Herb cheese - 1 kilo
- Brie - 1 kilo
- Young cheese - 2 kilos
- Boiled eggs - 60 pcs
- Baguettes - 20 pieces
- Mini wraps - 120 pieces
- Toast - 12 packs
- Crackers - 10 packs
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan wraps - 30 pieces
- Chicken breast topping - 1 kilo
- Smoked salmon - 1 kilo
- Falafel - 2 kilos
- Herb butter - 1 kilo
- Pesto - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Fresh basil - 6 bunches
- Mini quiches - 120 pieces
- Mini sausage rolls - 120 pieces
- Vegan snacks - 80 pieces
- Gluten-free snacks - 50 pieces
- Mini brownies - 120 pieces
- Macarons - 100 pieces
- Cookies - 6 packs
- Chocolate - 3 kilos
- Napkins - 300 pieces
- Paper straws - 200 pieces
- Coffee filters - 100 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Hand gel - 4 bottles
- Paper towels - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 packs

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning carts
Hand soap dispensersqty 4

Tips

Plan one clearly marked booth setup for each participating supplier, including a counter or table, two chairs and any display space they need. Confirm unusual requirements before assigning pitches.
Prepare enough tableware for the busiest serving period, not just the expected average. For a two-hour fair, allow at least one drinking glass per guest plus 10% spare, and provide separate coffee cups, plates and cutlery.
Do not leave signage until the event morning. Print booth numbers, name badges and directional signs at least 3 days beforehand, then pack them together with holders or chalkboards.
Reserve lounge seating as well as formal chairs if guests will stay for consultations. A practical starting point is one small seating area for every 8 to 10 supplier booths, adjusted to the venue layout.
Test the laptop, projector and projection screen at the venue at least 2 hours before opening. Bring presentation files offline and check that power, cables and visibility work from the back of the room.

Frequently asked questions

How many chairs do I need for a wedding fair?: Start with two chairs per supplier booth if exhibitors will hold consultations, then add seating for presentations and waiting guests. For 20 booths, that means at least 40 booth chairs, plus a separate audience allocation based on your programme.
How much tableware is needed for a wedding fair?: For a two-hour event, provide at least one glass per expected guest and 10% extra. Add coffee cups, plates, forks, knives, spoons and serving utensils according to the catering menu, with spare stock available before doors open.
When should I order furniture and printed materials for a wedding fair?: Reserve counters, tables, chairs, lounge furniture and lighting as soon as the date and venue are confirmed. Have invitations and other printed materials ready at least 2 to 3 weeks before the fair, and print final badges and booth numbers no later than 3 days beforehand.
What drinks should I buy for a wedding fair?: For the first hour, plan on 2 to 3 drinks per person, then adjust for the total opening time and catering service. Include water as well as any other drinks being served, and chill them before the venue opens rather than during setup.

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