What you need for a wedding suppliers fair

A wedding suppliers fair needs more than tables for exhibitors. You also need a clear welcome point, enough furniture for different stand formats, practical catering equipment and signage visitors can follow without asking. This shopping list covers the physical setup behind supplier pitches, refreshments and registration. Check quantities against your confirmed supplier and visitor numbers, then add a small buffer for replacements, extra cups and last-minute changes.

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What to bring

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

Furniture

Reception tablesqty 3
Beer tablesqty 12
Foldable tablesqty 24
Chairsqty 120
Bar stoolsqty 12
Tableclothsqty 30
High tablesqty 8
Information desk
Coat racksqty 3
Waste binsqty 8

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 160
Wine glassesqty 100
Beer glassesqty 80
Dessert platesqty 120
Serving plattersqty 20
Coffee spoonsqty 120
Cutlery setsqty 120
Serving utensilsqty 24

Catering

Coffee machinesqty 3
Water jugsqty 12
Drink dispensersqty 4
Coolersqty 6
Serving plattersqty 24
Serving trays with lidsqty 12
Thermos flasksqty 8
Bottle openersqty 6
Corkscrewsqty 4
Bar matsqty 6
Groceries
- Coffee beans - 4 kilos
- Black tea - 8 boxes
- Herbal tea - 4 boxes
- Cane sugar - 2 kilo
- White sugar - 2 kilos
- Sweetener - 4 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamers - 6 tubs
- Lemons - 3 kilos
- Still mineral water - 10 bottles
- Sparkling mineral water - 10 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- Rosé wine - 12 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 8 bottles
- Bitter lemon - 4 bottles
- Ice cubes - 20 kilo
- Sparkling water for mocktails - 8 bottles
- Lime juice - 4 bottles
- Mint - 12 bunches
- Cucumbers - 3 kilos
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Apples - 5 kilo
- Pears - 4 kg
- Bananas - 4 kilos
- Blueberries - 2 kilos
- Mini cucumbers - 3 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Celery - 2 heads
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Herb cheese - 6 tubs
- Brie - 3 kilo
- Young cheese - 4 kilos
- Goat cheese - 2 kilos
- Mozzarella - 2 kilos
- Raw ham - 2 kilos
- Chicken breast slices - 2 kilos
- Smoked salmon - 1.5 kilos
- Egg salad - 8 tubs
- Chicken curry salad - 8 tubs
- Baguettes - 30 pieces
- Mini croissants - 120 pieces
- Mini rolls - 180 pieces
- Crackers - 12 packs
- Toast - 12 packs
- Wraps - 10 packs
- Unsalted butter - 2 kilos
- Strawberry jam - 4 jars
- Honey - 3 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Pesto - 6 jars
- Olive oil - 2 liters
- Balsamic vinegar - 2 bottles
- Salt - 1 kilo
- Black pepper - 250 grams
- Italian herbs - 2 jars
- Paprika powder - 1 jar
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Mixed nuts - 4 kilos
- Olives - 3 kg
- Sun-dried tomatoes - 2 kilo
- Mini quiches - 180 pieces
- Vegetable spring rolls - 160 pieces
- Cheese crackers - 120 pieces
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Macarons - 120 pieces
- Whipped cream - 12 cans
- Disposable napkins - 600 pieces
- Paper straws - 300 pieces
- Cocktail picks - 500 pieces
- Baking paper - 4 rolls
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Garbage bags - 100 pieces
- Paper towels - 12 packs
- Nitrile gloves - 4 boxes

Equipment

Laptopsqty 2
Tabletsqty 3
Card machinesqty 2
Printersqty 2
Extension cordsqty 12
Power stripsqty 16
Cable reelsqty 4
Sound system
Wireless microphonesqty 2
Laptop chargersqty 5

Lighting

LED spotlightsqty 12
Mood lightingqty 8
String lightsqty 10

Decorations

Flower arrangementsqty 12
Balloon archesqty 2
Photo backdrop
Table décorqty 24
Stand signsqty 30
Booth numbersqty 30
Welcome sign
Menu boardsqty 6
Table numbersqty 24

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Serving spoonsqty 12
Serving tongsqty 12
Aluminum foilqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 6
Towel dispensersqty 6

Tips

Plan one reception or information desk for the entrance, with enough name badges and printed programme leaflets for every confirmed visitor and supplier plus at least 10% extra. Keep the registration list there so late arrivals can be checked in quickly.
Match furniture to the floor plan before collection day. Count one main table or display surface per supplier pitch, then add chairs, bar stools or high tables only where the booth instructions require them.
For refreshments, prepare at least two drinking vessels per visitor for a short fair, plus extra coffee cups and water glasses. If the fair runs for several hours, increase this to three per visitor or arrange washing and replenishment.
Do not leave catering equipment until the day before. Coffee machines, thermos flasks, coolers, drink dispensers, serving trays with lids and bottle openers are easy to overlook when food and drinks are booked separately.
Put waste bins, coat racks and directional signage on the site plan before suppliers arrive. One bin at the catering point and one near the exit is a practical starting point, while coat racks should be placed where visitors enter rather than inside busy pitches.

Frequently asked questions

What do I need to buy for a wedding suppliers fair?: Start with reception and information desks, supplier tables, chairs or stools, tablecloths, coat racks, waste bins and printed signage. Add catering equipment and tableware such as coffee cups, water glasses, serving platters, trays, cutlery and bottle openers.
How many cups and glasses do I need for a wedding suppliers fair?: Allow two drinking vessels per visitor for a short event and three for a fair lasting several hours. Add at least 10% extra to cover breakages, dropped items and unexpected visitors.
How many tables does each wedding supplier need?: Use the exhibition floor plan and allocate one main table or display surface per supplier as a starting point. Suppliers with samples, brochures or larger displays may need a second foldable or high table, so confirm requirements before furniture is reserved.
What do people forget for a wedding suppliers fair?: Commonly missed items include name badges, programme leaflets, directional signs, waste bins, coat racks, serving utensils, thermos flasks and coolers. Order or reserve these at least one week before the fair so substitutions can be arranged.

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