Career fair shopping list

A career fair needs more than tables and brochures. You need a clear registration point, equipped exhibitor stands, working presentation gear, printed information and enough power for laptops and tablets. Use this list to check what must be bought, hired or brought in before exhibitors arrive. Pay particular attention to cable management, name badges, coat storage and presentation backups: these are easy to arrange too late and difficult to fix once visitors are entering.

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What to bring

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

Furniture

Tablesqty 42
Chairsqty 120
Bar stoolsqty 12
Registration desk
Information desk
Coat racksqty 4
Waste binsqty 10
Clothes hangersqty 160
Standing tablesqty 30
Booth chairsqty 60
Speaker table
Presentation chairsqty 80
Break tablesqty 8

Equipment

Laptopqty 2
Tabletsqty 4
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Mixer
Extension cordsqty 8
Power stripsqty 12
USB chargersqty 6
Power banksqty 4
Presentation clickerqty 2
Cable traysqty 20
Cable tiesqty 100
Handheld megaphone
Label printer
Payment terminal
Wi-Fi router
Fansqty 4

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12
Coffee potsqty 6
Water jugsqty 10
Thermos flasksqty 8

Kitchen

Coolersqty 6
Kettlesqty 4
Coffee machinesqty 3
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2

Decorations

Display panelsqty 30
Table skirtsqty 30
Runnerqty 2
Directional signsqty 12
Info boardsqty 8
Card holdersqty 40
Notice boardsqty 30
Flagsqty 8

Lighting

LED lampsqty 10
Light standsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6
Toilet brushesqty 4

Catering

Groceries
- Coffee beans - 6 packs
- Tea bags - 300 pieces
- Decaffeinated coffee - 2 packs
- Sugar - 3 kilos
- Sweetener - 300 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon tea - 100 pieces
- Lemons - 3 kilos
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 bottles
- Ice cubes - 20 kilos
- Mini cheese sandwiches - 80 pieces
- Ham mini sandwiches - 80 pieces
- Chicken mini sandwiches - 60 pieces
- Vegetarian sandwiches - 80 pieces
- Vegan sandwiches - 40 pieces
- Gluten-free sandwiches - 20 pieces
- Vegetable Mini Wraps - 60 pieces
- Chicken Mini Wraps - 60 pieces
- Hummus - 10 tubs
- Cucumber - 15 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Grapes - 8 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Oranges - 60 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Salted pretzels - 8 bags
- Mixed nuts - 5 kilo
- Raisins - 3 kilos
- Muesli bars - 120 pieces
- Cookies - 10 packs
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Cocktail sauce - 2 bottles
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 250 pieces
- Wooden stirrers - 500 pieces
- Wooden skewers - 300 pieces
- Baking paper - 2 rolls
- Food storage bags - 2 boxes
- Trash bags - 100 pieces
- Paper waste bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Floor cleaner - 3 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 packs
- Hand soap - 8 bottles
- Disinfectant gel - 6 bottles
- Nitrile gloves - 4 boxes

Tips

Allow one registration desk for every 150–200 expected visitors, and place tablets, visitor lists, name badges and a label printer within arm’s reach. Keep a second laptop or tablet available if registration is busy.
Plan one exhibitor table and at least two booth chairs per stand unless an exhibitor has requested different furniture. Add standing tables or bar stools only where the room layout and booth size allow them.
Provide one power strip and suitable extension cord for each equipped stand, plus cable trays and cable ties for every row of stands. Bring at least two USB chargers and power banks for the registration and information desks.
For presentations, prepare the projector, projection screen, speakers, mixer, wireless microphones, microphone stand and presentation clicker at least one day before the fair. Test every laptop connection and keep presentation files on a backup laptop or USB drive.
Match catering quantities to confirmed registrations rather than the room’s maximum capacity, and include break tables, waste bins, coat racks and clothes hangers. Order print materials early enough to check spelling, stand numbers, maps, programs and visitor lists before delivery.

Frequently asked questions

What do I need for a career fair registration desk?: Set up one registration desk per 150–200 visitors, with a laptop or tablet, visitor list, name badges and a label printer. Add a power strip, USB charger and a backup device so a flat battery or failed connection does not stop entry.
How many chairs and tables do I need for a career fair?: Start with one exhibitor table and two booth chairs per stand, then add presentation chairs for the expected audience. Reserve separate tables for registration, information, speakers and catering instead of taking them from exhibitor spaces.
What AV equipment is needed for career fair presentations?: Prepare a projector, projection screen, speakers, mixer, wireless microphones, microphone stand and presentation clicker. Test the complete setup at least 24 hours beforehand and keep a backup laptop with the presentations.
When should I order career fair print materials?: Order badges, maps, programs, visitor lists and exhibitor information early enough to proof every item and correct stand numbers. A practical deadline is at least 5–7 working days before the fair, with final attendee data printed as close to the event as your registration process allows.

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