What to buy for a winter sports fair

A winter sports fair needs more than tables and exhibitor displays. You also need a reliable setup for presentations, hot drinks, visitor information and safe cable management. This shopping list covers the furniture, serving items, kitchen equipment and technical supplies needed on the day. Check quantities against your exhibitor count, room layout and expected visitors before ordering, and confirm power requirements with exhibitors at least one week ahead.

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What to bring

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

Furniture

Trade fair tablesqty 20
Chairsqty 80
Display wallsqty 20
Bar stoolsqty 12
Coat racksqty 4
Waste binsqty 10

Tableware

Coffee cupsqty 100
Water glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving spoonsqty 20

Equipment

Laptopqty 2
Projector
Presentation screen
Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Coolersqty 4
Cable reelsqty 4
Hand trucksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Refrigeratorsqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 8
Measuring cupsqty 4

Decorations

Snowflake decorationqty 30
Winter sports postersqty 20
Buntingqty 10
Tableclothsqty 20
Directional signsqty 20
Booth numbersqty 20
Badge holdersqty 120
Name stickersqty 150
Registration formsqty 150
Program leafletsqty 200
Pensqty 30
Clipboardsqty 6
Tapeqty 8
Cable tiesqty 100

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- Red wine - 12 bottles
- White wine - 12 bottles
- Bubbles - 6 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Salted peanuts - 5 bags
- Party nuts - 5 bags
- Pretzels - 6 bags
- Mini smoked sausages - 6 packs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Butter - 2 kilograms
- Baguettes - 20 pieces
- Mini rolls - 120 pieces
- Wholegrain crackers - 8 packs
- Wraps - 10 packs
- Smoked chicken breast - 2 kilograms
- Smoked salmon - 1 kilogram
- Vegetarian falafel - 3 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Arugula - 10 bags
- Mixed salad - 8 bags
- Red onions - 1 kilogram
- Olives - 6 jars
- Grapes - 5 kilograms
- Apples - 50 pieces
- Mandarins - 50 pieces
- Bananas - 30 pieces
- Cookies - 12 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Apple pie - 6 pieces
- Whipped cream - 12 aerosol cans
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Cinnamon - 1 canister
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs

Tips

Allow one trade fair table and at least two chairs for each exhibitor unless their stand requirements say otherwise. Add a small buffer of two or three spare chairs for presenters, visitors and last-minute changes.
Plan coffee and water service before buying disposable or reusable tableware. For a half-day fair, allow at least two coffee cups and two water glasses per expected visitor, plus extra plates and cutlery if catering is served.
Check every presentation setup at least one day before the fair. Test the laptop, projector, screen, speakers and wireless microphones together, and bring extension cords, power strips and cable reels for the final room layout.
Do not leave transport equipment until the morning of the event. Arrange a hand truck and cable reels before delivery day, especially if display walls, tables and coolers must be moved from a loading area to the hall.
Prepare signage and stand numbers with a few spare copies. Print exhibitor information, price lists and forms at least two working days ahead so missing details can still be corrected before setup.

Frequently asked questions

How many tables and chairs do I need for a winter sports fair?: Start with one trade fair table and two chairs per exhibitor. Add two or three spare chairs for presenters and visitors, and confirm unusual stand layouts at least one week before the fair.
What equipment is needed for presentations at a winter sports fair?: Prepare a laptop, projector, presentation screen, speakers and wireless microphones. Test the complete set at least 24 hours beforehand and bring extension cords, power strips and cable reels.
How much coffee and tableware should I buy for the fair?: For a half-day event, allow two cups and two water glasses per visitor, then add roughly 10% extra. Match plates, cutlery, serving platters and serving spoons to the catering order rather than the exhibitor count.
When should I order supplies for a winter sports fair?: Order furniture, display walls and technical equipment at least two weeks ahead. Buy or confirm consumables and printed materials no later than two working days before setup.

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