What you need for a career fair

A career fair needs more than tables and brochures. You will need enough equipment for employer booths, clear signs for visitors, name badges for participants and presenters, and a reliable setup for presentations. Plan refreshments separately from booth supplies so coffee service does not compete with registration or networking space. Use the final participant and employer numbers to adjust quantities, then buy or reserve essential items at least one week before the fair.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Beer tablesqty 4
Stoolsqty 12
Coat racksqty 4

Tableware

Reusable coffee cupsqty 100
Reusable drinking glassesqty 180
Reusable platesqty 120
Reusable cutleryqty 150
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Laptopsqty 3
Screensqty 2
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 10
USB sticksqty 4

Kitchen

Thermos flasksqty 6
Scissorsqty 8
Kitchen knivesqty 4
Cutting boardsqty 4
Pliersqty 6
Serving plattersqty 12

Decorations

Name badgesqty 60
Clipboardsqty 30
Tableclothsqty 24
Booth numbersqty 30
Welcome bannersqty 2
Directional signsqty 12
Rolls of tapeqty 10
Pritt glue sticksqty 8
Markersqty 20
Ballpoint pensqty 50
Rope rollsqty 4
Brochure holdersqty 30
Information boardsqty 20

Lighting

LED lightsqty 8
Light standsqty 4

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee creamers - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 6 liters
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Sparkling water - 6 bottles
- Lemons - 12 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Salted peanuts - 3 bags
- Crackers - 6 packs
- Wholegrain crackers - 4 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Turkey breast - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mini muffins - 100 pieces
- Mini cookies - 6 packs
- Gluten-free crackers - 2 packs
- Gluten-free cookies - 2 packs
- Vegan spread - 4 packs
- Vegan muffins - 30 pieces
- Napkins - 500 pieces
- Wooden stirrers - 250 pieces
- Paper straws - 200 pieces
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Cleaning cloths - 12 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles

Tips

Plan one table and at least two chairs for each employer booth, then add a small buffer if the layout allows. Reserve stools or beer tables separately for informal conversations and networking.
Prepare one name badge for every participant, presenter, volunteer and organiser, plus 10 spare badges for last-minute registrations. Keep badges and clipboards at the welcome point rather than inside the booths.
For coffee, allow two reusable cups per person if the fair lasts several hours, and prepare enough coffee and hot water for the first service before doors open. Use thermos flasks to keep a second batch available during busy periods.
Count every laptop, screen and HDMI cable by booth or presentation area before buying or borrowing equipment. Bring at least two extension cords and power strips for each room where several devices will run.
Give every employer a clearly numbered booth and place welcome banners where visitors enter. Sort brochures into separate piles before opening, with one clipboard or information pack ready for each participating organisation.

Frequently asked questions

What do I need to bring to a career fair?: Bring booth tables and chairs, name badges, booth numbers, brochures, clipboards, laptops, screens, HDMI cables, extension cords and power strips. Add coffee equipment, reusable cups and drinking glasses if refreshments are part of the programme. Check the final employer and visitor numbers 7 days before the event.
How many chairs do I need for a career fair?: Allow at least 2 chairs per employer booth, plus seating for registration, presenters and visitors. For 20 employer booths, start with 40 booth chairs and add 10% extra if storage and room size permit.
How many name badges should I order for a career fair?: Prepare one badge for every registered participant, employer representative, presenter, volunteer and organiser. Add at least 10 spare badges, or 5% of the total if more than 200 people are expected, and finish printing 2 days before the fair.
When should I buy supplies for a career fair?: Buy disposable or consumable supplies at least 7 days ahead and reserve furniture and equipment as soon as the date and location are confirmed. Test screens, laptops, HDMI cables and power supplies 1 day before opening.

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