What to Buy for a Career Fair

A career fair needs more than tables and chairs. You will need supplies for employer booths, visitor registration, name badges, presentations, catering and the cables that keep everything running. Use the expected number of employers and visitors to set quantities, then add a small buffer for replacements and walk-ins. Buy or collect technical equipment at least one week ahead, and keep a separate box for setup tools and emergency fixes.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 30
Chairsqty 80
High tablesqty 10
Registration desk
Stoolsqty 12
Waste binsqty 8

Equipment

Laptopsqty 4
Tabletsqty 4
Projector
Projection screen
Laptop speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 12
Charging cablesqty 10
Wi-Fi router
Power banksqty 4
Gaffer tapeqty 4
Scissorsqty 6
Staplersqty 4
Cable tiesqty 100

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 8
Water jugsqty 8
Serving plattersqty 12
Serving tongsqty 8

Decorations

Backdropsqty 20
Tableclothsqty 30
Company name signsqty 25
Directional signsqty 20
Program postersqty 12
Roll-up bannersqty 4
Flagsqty 8
Balloon archesqty 2
Table décorqty 20
Presentation board

Registration

Name badgesqty 300
Badgesqty 300
Wristbandsqty 300
Registration formsqty 300
Clipboardsqty 10
Pensqty 50
Clipboardsqty 10
Wristband holdersqty 4

Office

A4 paperqty 5
Markersqty 20
Tapeqty 8
Sticky tackqty 6
Notepadsqty 30
Envelopesqty 50

Cleaning

Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Lighting

LED lampsqty 12
String lightsqty 4
Standing lampsqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea bags - 250 pieces
- Herbal tea - 50 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Still water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 2 kilos
- Ice cubes - 10 kilos
- Mini cheese sandwiches - 100 pieces
- Mini chicken sandwiches - 100 pcs
- Mini Hummus Sandwiches - 80 Pieces
- Mini sandwiches with grilled vegetables - 40 pieces
- Gluten-free sandwiches - 20 pieces
- Vegan sandwiches - 30 pieces
- Chicken Mini Wraps - 60 pieces
- Vegetable Mini Wraps - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 8 kilos
- Mandarins - 60 pieces
- Cherry tomatoes - 4 kilos
- Cucumbers - 10 pieces
- Carrots - 4 kilos
- Hummus - 3 kilos
- Herb butter - 2 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Cinnamon - 1 jar
- Cookies - 8 packs
- Muesli bars - 100 pieces
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Chocolate - 4 bars
- Napkins - 500 pieces
- Cocktail sticks - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Pedal bin liners - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 10 pieces
- Cleaning cloths - 20 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Hand sanitizer gel - 6 bottles
- Latex gloves - 4 boxes
- Diet labels - 100 pieces
- Labels - 300 pieces
- Coffee filters - 2 packs
- Stirrers - 500 pieces

Tips

Prepare one employer booth pack per participating company: include the booth sign, employer information, badges and any printed stand materials. Make 5–10% extra copies for late changes or damaged materials.
For registration, allow one laptop or tablet for every two people working the desk, plus charging cables, power banks and a backup Wi-Fi router. Test the registration setup at the venue at least one day before the fair.
Plan one name badge and wristband per registered visitor, employer and staff member, then add 10% extra. Keep blank badges, markers, scissors and a stapler at the registration desk for walk-ins and corrections.
Count presentation equipment from the final program, not from the venue description: reserve one projector and screen, speakers and microphones where needed, plus extension cords, power strips and gaffer tape. Bring cable ties to keep walkways clear.
For catering, count coffee cups, plates and cutlery for every expected guest and add 10–15% spare. Provide enough water jugs, thermos flasks, serving platters and reusable cups for the busiest break rather than the quietest hour.

Frequently asked questions

What should I buy for a career fair?: Plan supplies for four areas: registration, employer booths, presentations and catering. Typical essentials include badges, signage, laptops or tablets, chargers, extension cords, power strips, gaffer tape, cups, plates, cutlery and waste bins.
How many name badges do I need for a career fair?: Prepare one badge for every registered visitor, employer representative and staff member, then add 10% extra. For 200 expected attendees and 40 employer representatives, prepare at least 264 badges.
How much catering equipment is needed for a career fair?: Count one plate, one cutlery set and one cup per expected guest for each service period, then add 10–15% spare. For 150 guests, that means at least 165–173 of each item used during the main catering break.
When should I buy supplies for a career fair?: Buy printed materials, badges and specialist equipment at least 7 days before the event. Check technical equipment 1–2 days beforehand, and bring consumables, tools and spare cables to the venue on setup day.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.