Career fair shopping list

A career fair needs more than tables and printed flyers. You need clear signs, working presentation equipment, enough tableware for catering, and a simple way for visitors and exhibitors to find their place. Use this shopping list alongside your event plan to check what must be bought, borrowed or collected before the day. Quantities depend on attendance, but the ratios below give you a reliable starting point for a one-day fair.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
High tablesqty 8
Tableclothsqty 24
Clothes racksqty 4

Equipment

Laptopsqty 3
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 6
Presentation clickersqty 2

Tableware

Coffee cupsqty 120
Drinking glassesqty 160
Platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Water jugsqty 8

Kitchen

Thermos flasksqty 6
Coolersqty 6
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Stand signsqty 24
Information boardsqty 6
Directional signsqty 12
Standing Table Signsqty 8
Name badge holdersqty 100
Clipboardsqty 30
Poster tubesqty 6

Lighting

LED lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 3
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Spa Blauw - 80 bottles
- Spa Rood - 40 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Ice cubes - 12 bags
- Mini water - 24 bottles
- Mini croissants - 120 pieces
- Mini raisin buns - 80 pieces
- Multigrain rolls - 80 pieces
- White rolls - 80 pieces
- Young cheese - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 12 tubs
- Jam - 6 jars
- Butter - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mini cookies - 10 packs
- Muesli bars - 100 pieces
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan sandwich fillings - 12 tubs
- Allergen stickers - 1 set
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Stir sticks - 250 pieces
- Bamboo skewers - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 packs

Tips

Plan one exhibitor table and two chairs per participating employer unless a booth needs extra space. Add one high table for every three to four booths if you want informal conversations.
For catering, allow two to three drinks per person during the first hour, then one drink per person for each additional hour. Provide separate coffee cups, drinking glasses and water jugs rather than relying on one type of cup.
Prepare one name badge for every registered participant, employer representative, speaker and organiser, plus at least 10% extra. Keep blank badges and spare pens at the registration desk for late changes.
Test every laptop, projector, screen, speaker and wireless microphone at least one day before the fair. Bring one extension cord and one power strip for each equipment area, plus charging cables for the devices in use.
Print the floor plan, programme and directional signs no later than the day before the event. Place signs at the entrance, registration desk, presentation room and each main route so visitors do not need to ask where to go.

Frequently asked questions

How many chairs do I need for a career fair?: Start with two chairs per exhibitor table, then add seats for registration, speakers and visitors attending presentations. For example, 20 booths require at least 40 exhibitor chairs, plus 10 to 20 extra depending on your programme and venue layout.
How much food and drink should I buy for a career fair?: For drinks, plan two to three per person for the first hour and one per person for every following hour. For food, allow two to three small servings per person for a short reception, and add 10% extra after collecting dietary requirements.
What equipment is needed for career fair presentations?: Each presentation room needs a laptop, projector, projection screen, speakers and a presentation clicker. Provide one wireless microphone for every room used for talks, and test the full setup at least 24 hours before the event.
When should I print career fair programmes and signs?: Print the floor plan, programme, name badges and directional signs one to two days before the fair, after presentation times and room assignments are confirmed. Keep at least 10% extra copies of the programme and blank badges for late changes.

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