What you need for a career fair

A career fair needs more than tables and company handouts. You will need a clear registration point, numbered booths, working presentation equipment, name badges and enough serving items for the refreshments. Plan quantities around your exhibitor and attendee numbers, then add a small backup supply for cables, badges and cups. This checklist helps you buy or collect the physical items before setup day, so missing equipment does not delay the opening.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 130
Registration desk
High tablesqty 8
Table skirtsqty 18
Clothes racksqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 10
Charging cablesqty 6
Presentation clicker
HDMI cablesqty 3
Cable traysqty 8
Coolersqty 4

Tableware

Coffee cupsqty 100
Glassesqty 140
Platesqty 140
Cutlery setsqty 140
Coffee potsqty 4
Teapotsqty 3
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Decorations

Booth numbersqty 30
Name badge holdersqty 30
Info boardsqty 8
Wayfinding signsqty 12
Directional signsqty 8
Flagsqty 6
Balloonsqty 100
Balloon ribbonqty 2
Sticky tackqty 4
Writing boardsqty 4
Flip chartsqty 4
Flip chart sheetsqty 4
Markersqty 24

Kitchen

Thermos flasksqty 6
Coffee filtersqty 100
Ice cube traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Serving spoonsqty 6
Ice packsqty 12

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Broom setsqty 3
Mopsqty 3
Toilet brushesqty 3

Catering

Groceries
- Coffee - 4 packs
- Assorted Tea - 200 bags
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Still mineral water - 60 bottles
- Sparkling mineral water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ice cubes - 12 kilo
- Mini water - 40 bottles
- Baguettes - 12 pieces
- Whole grain loaves - 8 pieces
- White loaves - 8 pieces
- Mini rolls - 180 pieces
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 1 jar
- Jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted breadsticks - 6 bags
- Mixed nuts - 4 kilos
- Grapes - 8 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 80 pieces
- Mini muffins - 180 pieces
- Cookies - 8 packs
- Brownies - 120 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Vegan spread - 2 kilos
- Allergen-free hummus - 1 kilo
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Napkins - 800 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Nitrile gloves - 4 boxes
- Adhesive tape - 8 rolls
- Labels - 200 pieces
- Pens - 100 pieces
- Name stickers - 200 pieces
- Printer paper - 2 packs
- A4 envelopes - 100 pieces

Tips

Allow one exhibitor table and at least two chairs per company unless your booth layout specifies otherwise. Add one registration desk and a small number of high tables if visitors need somewhere to stand and talk.
Prepare one name badge holder per registered attendee, presenter and exhibitor, plus at least 10% extra. Print the visitor list and keep spare blank badges at the registration desk for late changes.
For every presentation area, check the laptop, projector, screen, speakers, microphones, stands, HDMI cables and presentation clicker together. Test the full connection at least one day before the fair, not just the laptop.
Bring one extension cord and power strip for each separate equipment cluster, with extra charging cables for the devices used at registration and presentations. Use cable trays wherever leads cross a walkway.
For catering, count one coffee cup, glass, plate and cutlery set per expected guest, then add 10% spare. Prepare at least two coffee pots or teapots for a busy refreshment point and label serving platters and tongs before delivery.

Frequently asked questions

How many tables do I need for a career fair?: Plan for one exhibitor table per company, plus one registration desk and any tables needed for catering or presentations. Confirm the final count after the booth layout is approved, ideally at least one week before the event.
How many chairs should I order for a career fair?: Start with two chairs per exhibitor table and add seating for presenters, registration staff and visitors if the program includes talks. Confirm the room layout three to five days before setup, when exhibitor numbers are final.
How many name badges do I need for a career fair?: Prepare one badge for every attendee, exhibitor, presenter and staff member, plus 10% extra for replacements and walk-ins. Keep blank badges and holders at registration for changes on the day.
What equipment is needed for career fair presentations?: Each presentation area normally needs a laptop, projector, projection screen, speakers, microphones, microphone stands, HDMI cables and a presentation clicker. Test every connection at least 24 hours before the fair and bring spare charging cables.

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