What you need for a career fair

A career fair needs more than tables and company stands. You will also need clear signs, working presentation equipment, registration supplies, visitor information and enough refreshments for the full program. Check quantities against the number of companies, visitors and event hours before shopping. Order printed materials and branded signs early, then buy drinks, coffee supplies and last-minute stationery close to the event date.

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What to bring

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

Furniture

High tablesqty 8
Trade fair tablesqty 24
Chairsqty 80
Registration desk
Bar stoolsqty 16
Clothes racksqty 4
Tableclothsqty 32
Waste binsqty 8

Equipment

Laptopqty 2
Tabletsqty 3
Presentation screensqty 4
Display cablesqty 8
Extension cordsqty 12
Power stripsqty 12
Power banksqty 6
Wireless microphone
Compact speakerqty 2
Charging stationsqty 2

Lighting

LED lampsqty 8
String lightsqty 6

Decorations

Backdropsqty 12
Buntingqty 8
Balloon bundlesqty 12
Plant decorationqty 12
Directional signsqty 12
Welcome sign
Program postersqty 8
Booth numbersqty 24
Company name signsqty 24

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 8
Food warmersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Food containersqty 12
Water jugsqty 8
Ice cube traysqty 6
Bottle openersqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 24
Hand soap dispensersqty 4
Paper towel dispensersqty 4
Toilet paper holdersqty 4

Catering

Groceries
- Coffee - 6 packs
- Tea - 8 boxes
- Coffee creamer - 12 packs
- Sugar - 2 kilos
- Sweetener - 2 boxes
- 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
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Sparkling water - 6 bottles
- Lemons - 2 kilos
- Limes - 1 kilo
- Ice cubes - 20 kilo
- Mini water ice lollies - 4 boxes
- Mini croissants - 120 pieces
- Mini rolls - 120 pieces
- Hummus - 8 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Brie - 2 kilos
- Turkey breast - 2 kilos
- Raw ham - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Grapes - 5 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Strawberries - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 bags
- Olives - 6 jars
- Pickles - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 4 jars
- Honey - 2 jars
- Unsalted butter - 2 kilos
- Milk - 12 liters
- Oat milk - 8 liters
- Yogurt - 6 liter
- Muesli - 3 kilos
- Gluten-free buns - 24 pieces
- Vegan sandwiches - 24 pieces
- Vegan toppings - 12 packages
- Gluten-free cookies - 6 packs
- Cookies - 12 packs
- Brownies - 120 pieces
- Napkins - 1000 pieces
- Coffee filters - 2 boxes
- Stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Trash bags - 100 pieces
- Freezer bags - 2 boxes

Registration

Name badgesqty 250
Badge holdersqty 250
Lanyardsqty 250
Pensqty 30
Clipboardsqty 6
Visitor formsqty 300
Wristbandsqty 250

Print materials

Information foldersqty 250
Floor plansqty 300
Program flyersqty 300
A4 paperqty 2
Printer
Printer toner cartridgesqty 4

Office

Tapeqty 12
Painter's tapeqty 12
Scissorsqty 8
Utility knifeqty 4
Ropeqty 4
Cable tiesqty 200
Whiteboard markersqty 12
Notepadsqty 24
Markersqty 12

Safety

Flashlightsqty 4
Work glovesqty 8
Cable matsqty 12
Non-slip matsqty 12

Transport

Transport cartsqty 3
Storage cratesqty 20
Roll containersqty 4

Tips

Plan one clearly marked registration area with a laptop or tablet, visitor list, name badges and pens. Keep spare badges available for walk-ins and incorrectly printed names.
Allow at least one trade fair table, company name sign and booth number per participating company. Add a few spare signs and tablecloths in case a company changes position or arrives without materials.
For each presentation area, check the screen, display cables, extension cords, power strips and microphone together. Test every cable at least one day before the fair rather than discovering a missing adapter during setup.
Use directional signs from the entrance to registration, stands, toilets and presentation rooms. Print the program posters and stand map early, and keep several extra copies at the registration desk.
Buy coffee cups, drinks and catering supplies for the registered visitor count plus a practical buffer of 10–15%. Chill drinks the day before and set aside a separate stock for companies and staff.

Frequently asked questions

What do I need for a career fair booth?: Each booth normally needs a trade fair table, tablecloth, company name sign and booth number. If the company is presenting, also provide access to a presentation screen, display cable and power supply. Keep at least one spare sign and a few extra tablecloths on site.
How many drinks do I need for a career fair?: For a two- to three-hour career fair, plan around two drinks per visitor, plus 10–15% extra for staff, companies and late registrations. Include water, coffee and other planned beverages, and chill the drinks at least one day beforehand.
How early should I order career fair printing?: Order company signs, booth numbers, visitor materials and program posters at least 7–10 days before the event. Finalise the company list and stand map before printing so you do not need a last-minute reprint.
What technology should I bring to a career fair?: Prepare one laptop or tablet for registration, presentation screens where needed, display cables, extension cords, power strips and power banks. Test the complete setup 24 hours before opening and bring charging stations or spare cables for devices used throughout the day.

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