Wedding show shopping list

A wedding show needs more than exhibitor stands and a fashion-show stage. You also need a clear reception area, enough seating for visitors, catering equipment and tableware for the expected attendance. Plan each item against your floor plan: count exhibitor tables, presentation seats and lounge places separately. Order or collect rental furniture and equipment early, especially clothes racks, stage sections, coffee machines and glassware, which are easy to overlook or unavailable at short notice.

Organize this event for free with Lizzt

What to bring

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

Furniture

Reception tablesqty 3
Trade fair tablesqty 20
Folding chairsqty 100
Lounge sofasqty 6
Lounge armchairsqty 12
High tablesqty 10
Bar stoolsqty 20
Clothes racksqty 8
Stage sectionsqty 6
Presentation lectern

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Champagne glassesqty 100
Coffee spoonsqty 100
Forksqty 120
Knivesqty 120

Kitchen

Buffet traysqty 12
Serving spoonsqty 12
Serving traysqty 10
Coffee machinesqty 3
Thermos flasksqty 8
Water carafesqty 12
Coolersqty 8
Cutting boardsqty 4
Chef's knives and paring knivesqty 6
Aluminum foilqty 4

Equipment

Speakersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 3
Projector
Projection screen
Laptopqty 2
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12

Lighting

LED spotlightsqty 12
Mood lightingqty 8
String lightsqty 10

Decorations

Flower arrangementsqty 12
Tableclothsqty 25
Chair coversqty 100
Balloon archesqty 2
Welcome sign
Directional signsqty 12
Stand signsqty 20
Name badgesqty 100
Exhibitor badgesqty 40
Program bookletsqty 120
Gift bagsqty 100

Cleaning

Waste binsqty 10
Mop setsqty 3
Dustpan and brushqty 3
Cleaning bucketsqty 4
Microfiber clothsqty 20
Glovesqty 10
Hand soap dispensersqty 6

Catering

Groceries
- Coffee - 3 kilos
- Tea - 200 bags
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee creamer - 2 liters
- Sparkling mineral water - 30 liters
- Still mineral water - 30 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Iced tea - 8 liters
- Apple juice - 6 liters
- Orange juice - 6 liters
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- White wine - 18 bottles
- Red wine - 10 bottles
- Rosé - 10 bottles
- Prosecco - 12 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Fresh mint - 10 bunches
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini wraps - 160 pieces
- Cream cheese - 3 kilos
- Smoked salmon - 2 kilos
- Hummus - 3 kilos
- Herb cheese - 2 kilos
- Brie - 2 kilos
- Young cheese - 3 kilos
- Parma ham - 2 kilos
- Salami - 2 kilo
- Chicken breast - 2 kilos
- Arugula - 1 kilo
- Mixed salad - 2 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Strawberries - 4 kilos
- Apples - 4 kilos
- Pears - 3 kilos
- Melons - 3 pieces
- Nut mix - 2 kilo
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Herb butter - 2 kilo
- Pesto - 1 kilo
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Balsamic dressing - 1 liter
- Olive oil - 2 liters
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Mini quiches - 160 pieces
- Mini sausage rolls - 160 pieces
- Vegetarian snacks - 160 pieces
- Vegan snacks - 80 pieces
- Gluten-free snacks - 40 pieces
- Mini macarons - 120 pieces
- Brownies - 100 pieces
- Cookies - 8 packs
- Whipped cream - 2 liters
- Chocolate sauce - 2 bottles
- Paper napkins - 300 pieces
- Cocktail sticks - 300 pieces
- Disposable cups - 200 pieces
- Disposable trays - 200 pieces
- Disposable cutlery - 200 sets
- Aluminum trays - 40 pieces
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Hand sanitizer - 6 bottles
- Liquid hand soap - 6 bottles

Tips

Count one trade fair table for every exhibitor pitch, then add reception tables for check-in, badges and information. Confirm the final exhibitor count before placing the furniture order.
Plan seating for the fashion show and presentations separately from lounge seating. Use the run sheet to estimate how many chairs are needed at the busiest session, not just the average attendance.
For catering, match plates, forks, knives, coffee cups and water glasses to the maximum number of guests at one time, then add at least 10% extra for breakage, spills and delayed collection.
Book clothes racks before the fashion show program is final. Allow one rack for each collection or changing area, plus a separate area for presenters and spare garments.
Check technical equipment at least 7 days before the show. Test the speakers with the music files and presentations, and confirm that the lectern, stage sections and power requirements fit the floor plan.

Frequently asked questions

What do I need for a wedding show?: At minimum, plan reception and exhibitor tables, chairs, lounge furniture, clothes racks, stage sections, a lectern, catering equipment, tableware and speakers. Match quantities to the exhibitor count and maximum visitor attendance, then add 10% spare tableware.
How many chairs do I need for a wedding fashion show?: Count the seats required at the busiest fashion-show or presentation slot, rather than the total number of registered visitors. Add 10% extra chairs if the venue allows, so late arrivals and presenters do not leave guests standing.
How much tableware is needed for a wedding show?: For a single catering round, provide one plate, fork and knife per guest, plus one coffee cup and water glass per person using the refreshment area. Add at least 10% extra, and plan wine or champagne glasses separately if those drinks are served.
When should I order wedding show furniture and equipment?: Confirm rental furniture, stage sections, clothes racks and audio equipment at least 4 weeks before the show. Recheck quantities and delivery access 7 days beforehand, when the floor plan and exhibitor list should be nearly final.

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.