Career Day shopping list

A Career Day needs more than chairs and presentation equipment. You will need a clear registration setup, visible signs, reliable connections in every workshop room and enough tableware for breaks. This list helps you check what must be bought, borrowed or brought to the school before the first speaker arrives. Plan quantities from your registration count, then add a small buffer for late arrivals, replacement cups and equipment that fails during setup.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 140
Registration desk
High tablesqty 8
Coat racksqty 4
Waste binsqty 10

Equipment

Projectorsqty 4
Projection screensqty 4
Laptopsqty 5
HDMI cablesqty 6
HDMI adaptersqty 6
Extension cordsqty 8
Power stripsqty 8
Wireless microphonesqty 2
Microphone standsqty 2
Portable speakersqty 2
Presentation clickersqty 4
USB sticksqty 6
Charging stationsqty 2

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 160
Dessert platesqty 160
Knivesqty 160
Forksqty 160
Spoonsqty 100
Serving plattersqty 16
Pouring jugsqty 10
Coffee potqty 4
Teapotsqty 4

Kitchen

Coolersqty 6
Ice packsqty 24
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 12
Storage boxesqty 12
Aluminum foilqty 2
Cling filmqty 2

Decorations

Tableclothsqty 18
Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Name badge holdersqty 150
Directional signsqty 20
Information boardsqty 12
Table displaysqty 20
Clipboardsqty 12
Name stickersqty 180
Markersqty 24
Pensqty 100
Tapeqty 8
Double-sided tapeqty 6
Ropeqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 6 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Croissants - 80 pieces
- Mini raisin buns - 80 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Bread rolls - 100 pieces
- Mini sandwiches - 100 pieces
- Butter - 4 packs
- Margarine - 3 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast topping - 2 kilos
- Back ham - 2 kilos
- Hummus - 8 tubs
- Cream cheese - 8 tubs
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 12
- Carrots - 3 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 6 kilos
- Mandarins - 6 kilos
- Mini muffins - 120 pieces
- Mini brownies - 120 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Rice cakes - 6 packs
- Muesli bars - 120 pieces
- Mixed nuts - 4 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Aluminum trays - 100 pieces
- Food storage bags - 2 boxes
- Trash bags - 60 pieces
- Compostable gloves - 2 boxes
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Disposable gloves - 2 boxes
- Bandages - 2 boxes
- Pens - 100 pieces
- Notebooks - 100 pieces
- Thank-you cards - 30 pieces

Tips

Prepare one registration place for the entrance, with a desk, attendance lists, name badges and pens ready at least 30 minutes before doors open. Keep spare badges available for walk-ins or corrected names.
For every presentation room, check one projector, screen, laptop connection, HDMI cable, suitable adapter and extension cord. Test each setup at least 60 minutes before the first workshop.
Count one chair per registered participant and speaker, then add 5% extra where space allows. Career Day sessions often change size, so keep a few chairs available near the workshop rooms.
For refreshments, provide at least 2 reusable cups per person for a half-day event, plus coffee cups, plates, cutlery and serving platters. Order food only after dietary requirements have been collected.
Place route signs at every decision point between registration, workshops, toilets and catering. Print the program and security instructions before the event day, and pack USB sticks and presentation materials with the room equipment.

Frequently asked questions

How many chairs do I need for Career Day?: Plan one chair for every registered participant, speaker and volunteer who will sit in a session. Add about 5% extra if the rooms and storage space allow it, so late arrivals do not disrupt the workshop.
How much presentation equipment is needed for Career Day?: Each active presentation room needs access to a projector, projection screen, laptop, HDMI cable, adapter, extension cord and power strip. Test the complete setup at least 60 minutes before the first presentation.
How many cups and plates should I buy for Career Day?: For a half-day Career Day, allow 2 reusable cups per person, plus 1 coffee cup, 1 plate, 1 dessert plate and a complete set of cutlery per person. Add 10% extra for replacements and late arrivals.
When should Career Day materials be brought to the school?: Bring non-perishable materials, printed programs, signs, badges and presentation supplies at least 1 day before the event. Deliver catering and other time-sensitive items on the event day according to the caterer's agreed arrival time.

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