What you need for a green jobs fair

A green jobs fair needs more than employer tables and printed vacancies. You will need a clear registration point, working presentation equipment, power access, refreshments and enough seating for workshops and waiting areas. Use the 85-item plan as your purchasing checklist, then confirm quantities against your venue layout and registration numbers. Order catering and drinks early, and test laptops, projectors, microphones and cables before the event day.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 120
Folding chairsqty 20
Registration desk
Bar stoolsqty 8
Clothes racksqty 4
Waste binsqty 12
Coat racksqty 4

Equipment

Laptopsqty 6
Projectorsqty 2
Projection screensqty 2
Laptop speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 3
HDMI cablesqty 4
USB sticksqty 6
WiFi hotspotsqty 2

Tableware

Reusable coffee cupsqty 150
Reusable drinking glassesqty 150
Reusable platesqty 150
Reusable cutleryqty 150
Serving plattersqty 12
Coffee potsqty 6
Water jugsqty 8
Serving spoonsqty 12

Kitchen

Kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Towelsqty 12

Decorations

Stand signsqty 30
Program postersqty 20
Directional signsqty 12
Green flagsqty 8
Tablecloth setsqty 24
Name badge holdersqty 40
Plant decorationsqty 12
Chalkboardsqty 8

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Chai tea - 1 box
- Cocoa Powder - 1 canister
- Oat milk - 12 liters
- Semi-skimmed milk - 8 liters
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Honey - 2 jars
- Lemons - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ginger lemonade - 4 bottles
- Organic iced tea - 6 bottles
- Herbal tonic - 4 bottles
- Ice cubes - 10 bags
- Whole wheat bread - 12 loaves
- Multigrain rolls - 100 pieces
- Whole wheat wraps - 40 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Vegan cheese - 2 kilograms
- Smoked tofu - 3 kilogram
- Falafel - 4 kilograms
- Avocados - 20 pieces
- Tomatoes - 5 kilograms
- Cucumbers - 20 pieces
- Bell peppers - 30 pieces
- Arugula - 12 bags
- Mixed salad - 10 bags
- Red onions - 3 kilogram
- Carrots - 4 kilograms
- Radishes - 12 bunches
- Cherry tomatoes - 4 kilograms
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Pears - 8 kilograms
- Grapes - 6 kilograms
- Mandarins - 8 kilograms
- Strawberries - 4 kilogram
- Walnuts - 2 kilograms
- Almonds - 2 kilograms
- Pumpkin seeds - 1 kilogram
- Sunflower seeds - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Wholegrain crackers - 12 packs
- Rice cakes - 8 packs
- Olives - 10 jars
- Sun-dried tomatoes - 6 jars
- Pickles - 6 jars
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 3 jars
- Pesto sauce - 6 jars
- Yogurt dressing - 4 bottles
- Olive oil - 3 bottles
- Balsamic vinegar - 2 bottles
- Salt - 1 pack
- Black pepper - 1 canister
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Italian herbs - 1 canister
- Cumin - 1 can
- Cinnamon - 1 canister
- Vegan muffins - 80 pieces
- Apple pie slices - 60 pieces
- Vegan cookies - 8 packs
- Gluten-free crackers - 6 packs
- Gluten-free muffins - 30 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- General waste bags - 50 pieces
- Paper waste bags - 30 pieces
- Plastic trash bags - 30 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 8 bottles
- Hand gel - 8 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Paper goods

Participant badgesqty 300
Employer badgesqty 60
Volunteer badgesqty 20
Program flyersqty 400
Floor plansqty 350
Notepadsqty 250
Pensqty 300
Evaluation formsqty 250
A4 paperqty 5
Envelopesqty 100
Plastic-free keycordsqty 350
Name stickersqty 400
Clipboard foldersqty 20
Bindersqty 20
Information cardsqty 500
Color markersqty 12
Whiteboard markersqty 24
Paper tapeqty 12
Duct tapeqty 6
Scissorsqty 8
Staplersqty 4
Staplesqty 8
Paper clipsqty 4
Clipboard boardsqty 20

Cleaning

Broomsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4
Rubber glovesqty 12
Litter pickersqty 4

Lighting

LED string lightsqty 8
LED floor lampsqty 6
Battery lanternsqty 8

Safety

First aid kitsqty 2
Flashlightsqty 6
Safety vestsqty 12
Cable matsqty 12
Non-slip matsqty 8

Transport

Transport cratesqty 20
Hand trucksqty 2
Roll containersqty 4

Tips

Set up one registration desk with a laptop, printed participant list, name badges and spare pens. Prepare these at least 24 hours before doors open so arrivals do not queue while equipment is being unpacked.
Plan furniture from the floor plan rather than guessing. Each employer pitch needs a table and chairs, while workshops may also need folding chairs, projector screens and room for people to move between sessions.
Allow one usable power connection for each laptop or projector position, then add power strips and extension cords where needed. Test HDMI cables, wireless microphones, speakers and charging stations at least one day before the fair.
Provide separate drink and refreshment points with reusable coffee cups, drinking glasses, plates and cutlery. Put coffee pots, kettles, thermos flasks and water jugs in place before the first workshop starts, not during registration.
Prepare for practical visitor needs: coat racks, clothes racks, waste bins, WiFi hotspots and route or accessibility information. Check these items during the final venue walk-through 24 hours before the event.

Frequently asked questions

What equipment do I need for a green jobs fair?: Plan for laptops, projectors, projection screens, speakers, wireless microphones, microphone stands, HDMI cables, USB sticks and reliable power access. Add at least one tested backup connection, such as a WiFi hotspot, for registration or presentations.
How many tables and chairs do I need for a green jobs fair?: The number depends on confirmed employers and workshop attendance, so count one employer table per assigned pitch and enough chairs for each pitch. Add folding chairs for peak workshop capacity and keep a small reserve rather than waiting for registrations on the day.
When should I order catering and drinks for a green jobs fair?: Place the catering and drinks order as soon as registrations give you a reliable headcount, preferably at least 7 days before the fair. Reconfirm dietary requirements and final numbers 48 hours before delivery.
What should I prepare at the registration desk?: Set up the desk with a laptop, participant list, name badges, USB sticks if needed and clear accessibility or route information. Have it fully stocked and tested at least 24 hours before opening, with a volunteer briefed to manage arrivals.

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