What you need for a career fair

A career fair needs more than tables and printed invitations. You’ll need a clear registration point, one workable setup for each participating employer, and enough equipment for presentations and power access. Catering also needs planning: count registered visitors, exhibitors and staff separately before ordering drinks and snacks. Use this shopping list alongside the floor plan, program and site map so nothing essential is bought at the last minute.

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What to bring

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

Furniture

Tablesqty 38
Chairsqty 120
High tablesqty 8
Registration desk
Office chairsqty 35

Equipment

Laptopsqty 3
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Chargersqty 6
Presentation clickersqty 2

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 120
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Food knivesqty 6
Small bowlsqty 16
Pliersqty 8
Serving spoonsqty 6

Decorations

Tableclothsqty 38
Stand number signsqty 35
Bannersqty 6
Buntingqty 8
Flower arrangementsqty 8
Clipboardsqty 35
Pen holdersqty 35

Lighting

LED string lightsqty 6
Standing lampsqty 4

Catering

Thermal drink dispensersqty 4
Water dispensersqty 2
Refrigeratorsqty 2
Serving tablesqty 4
Bread basketsqty 8
Drink cratesqty 12
Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Still mineral water - 60 liters
- Sparkling mineral water - 40 liters
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Iced tea - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Mandarins - 8 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snacks - 8 bags
- Mixed nuts - 4 kilos
- Rice cakes - 8 packs
- Muesli bars - 250 pieces
- Cookies - 12 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Cheese mini sandwiches - 100 pieces
- Mini chicken sandwiches - 100 pieces
- Vegetarian mini sandwiches - 100 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Cheese slices - 3 kilos
- Ham slices - 2 kilo
- Cucumbers - 4 kilos
- Cherry tomatoes - 4 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Stirrers - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Large trash bags - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Cleaning gloves - 12 pairs
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs

Office

Name badgesqty 150
Wristbandsqty 350
Ballpoint pensqty 60
Notepadsqty 40
A4 paperqty 3
Foldersqty 40
Rolls of tapeqty 8
Writing clipboardsqty 30
Writing suppliesqty 4
Temporary badgesqty 50
Print paper for mapsqty 300
Envelopesqty 100
Cable tiesqty 100

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop setsqty 2
Cleaning bucketsqty 3

Tips

Prepare the registration desk supplies at least 1 day before opening. Keep name badges, the participant list, printed programs and the site map together, with spare pens and chargers nearby.
Plan the exhibitor setup by stand rather than buying equipment in bulk without checking the layout. Each stand may need a table, chairs, a power strip and an extension cord, while presentation areas need separate power and audio equipment.
Order catering from the confirmed registration numbers, then add a small buffer for walk-ins and staff. For the first hour, allow roughly 2 to 3 drinks per person; keep extra cups, glasses, plates and serving utensils available.
Check every presentation laptop, projector, screen, microphone and clicker at least 2 hours before opening. Test each power outlet and bring chargers, extension cords and power strips that match the room layout.
Buy or collect food-service equipment before the catering delivery arrives. Coffee machines, kettles, thermos flasks, coolers, trays, bowls, cutting boards and serving tools are easy to overlook and difficult to replace during the fair.

Frequently asked questions

How many drinks should I buy for a career fair?: For the first hour, plan on 2 to 3 drinks per person, including visitors, exhibitors and staff. Base the total on the confirmed attendance and add a small buffer for late registrations or walk-ins.
How early should I prepare career fair name badges?: Prepare the badges at least 1 day before the event using the latest participant and exhibitor lists. Keep blank badges available for walk-ins and name changes at registration.
How many chairs and tables do I need for a career fair?: Start with the stand layout and assign furniture to each exhibitor before ordering or collecting it. Add separate tables and chairs for registration, presentations and catering instead of counting only the exhibitor stands.
When should I test the career fair presentation equipment?: Test laptops, the projector, screen, speakers, microphones and clickers at least 2 hours before opening. Check every planned power connection at the same time, including extension cords, power strips and chargers.

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