What you need for a Health Career Fair
A Health Career Fair needs more than booth tables and name badges. You’ll need a clear registration point, reliable presentation equipment, visible signs and enough tableware for breaks. This shopping list covers the practical items to buy, borrow or collect before exhibitors and visitors arrive. Use the expected visitor count to scale chairs, cups and refreshments, then check every cable and charger at least one day before the fair.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Standing tablesqty 30
- Visitor chairsqty 120
- Bistro tablesqty 12
- Registration deskqty 2
- Presentation tablesqty 4
- Clothes racksqty 4
- Tableclothsqty 35
- High tablesqty 8
Tableware
- Reusable coffee cupsqty 150
- Reusable drinking glassesqty 250
- Reusable platesqty 150
- Reusable cutleryqty 180
- Serving plattersqty 12
- Coffee potsqty 6
- Teapotsqty 4
- Water jugsqty 8
Equipment
- Laptopsqty 4
- Projector
- Projection screen
- HDMI cablesqty 4
- Power stripsqty 12
- Extension cordsqty 10
- Wireless microphoneqty 2
- Presentation clickerqty 2
- Mobile chargersqty 6
- Wi-Fi router
- Cable traysqty 12
Decorations
- Roll-up bannersqty 6
- Welcome sign
- Directional signsqty 12
- Table signsqty 30
- Name card holdersqty 35
- Notice boardsqty 8
- Arrow stickersqty 40
- Balloonsqty 80
- Balloon standsqty 4
- Barrier tapeqty 2
- Clipboardsqty 10
- Pensqty 100
- Notepadsqty 100
- Envelopesqty 100
- Wristbandsqty 300
Cleaning
- Waste binsqty 10
- Trash bag holdersqty 10
- Cleaning bucketsqty 3
- Mopsqty 3
- Broom setsqty 3
- Dustpan and brushqty 3
- Microfiber clothsqty 20
- Hand soap dispensersqty 6
- Hand sanitizer pumpsqty 8
Catering
- Coolersqty 6
- Thermos flasksqty 8
- Drink dispensersqty 4
- Serving tongsqty 12
- Serving spoonsqty 8
- Crumb Traysqty 4
- Allergen cardsqty 40
- Menusqty 20
- Groceries
- Coffee beans - 4 kilos
- Decaffeinated coffee - 1 kilo
- Black tea - 200 bags
- Green tea - 100 bags
- Herbal tea - 100 bags
- Sugar sticks - 500 pieces
- Sweetener - 300 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 24 cans
- Cola Zero - 24 cans
- Sinas - 24 cans
- Apple juice - 12 liters
- Orange juice - 12 liters
- Iced Tea - 24 cans
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Raw vegetables - 8 kilos
- Cherry tomatoes - 4 kilos
- Cucumbers - 12 pieces
- Grapes - 6 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Baby carrots - 4 kilos
- Hummus - 3 kilos
- Yogurt dip - 2 kilo
- Whole grain bread - 8 loaves
- White rolls - 120 pieces
- Wholemeal rolls - 120 pieces
- Mini wraps - 120 pieces
- Young cheese - 4 kilos
- Cream cheese - 2 kilo
- Plain hummus - 2 kilos
- Chicken breast topping - 3 kilos
- Smoked salmon - 2 kilos
- Vegetarian spread - 3 kilos
- Vegan cheese - 1 kilo
- Lettuce - 3 heads
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Pesto - 1 kilo
- Olive oil - 1 liter
- Salt - 500 grams
- Pepper - 250 gram
- Cookies - 8 packs
- Muesli bars - 100 pieces
- Mini muffins - 150 pieces
- Vegan muffins - 50 pieces
- Gluten-free crackers - 6 packs
- Gluten-free cookies - 4 packs
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Dishwasher tablets - 30 pieces
- Dish soap - 2 liters
- All-purpose cleaner - 3 liters
- Glass cleaner - 1 liter
- Disinfectant - 2 liters
- Hand soap - 3 liter
- Hand alcohol - 4 liters
- Toilet cleaner - 2 liters
- Air freshener - 4 pieces
Tips
- Plan one registration desk, one laptop and a visible welcome sign at the entrance. Print badges and registration forms at least one day beforehand, with 10% extra copies for last-minute visitors.
- Allow one exhibitor table per participating organisation, plus enough chairs for staff and visitors. Add at least 10% spare seating if presentations and informal conversations will happen at the same time.
- For a half-day fair, provide roughly two drinks per visitor and bring extra reusable cups and glasses. Prepare separate coffee, tea and water stations so queues do not block registration.
- Test the projector, screen, laptop, HDMI cables, wireless microphone and presentation clicker together at least 24 hours before opening. Pack one spare HDMI cable, power strip and extension cord.
- Put directional signs at the entrance, registration desk and every turn toward the booths. Mark each exhibitor space before setup and bring cable trays so walkways stay clear.
Frequently asked questions
- How many chairs do I need for a Health Career Fair?
- Start with one chair per exhibitor or staff member and seating for about 20% of expected visitors. For 100 visitors, that means roughly 20 visitor chairs, plus staff seating at the booths and registration desk.
- How many cups and glasses should I buy for a career fair?
- For a half-day event, plan two drinking vessels per visitor, plus 10% spare. For 100 visitors, prepare at least 220 reusable cups and glasses combined, alongside coffee pots, teapots and water jugs.
- When should I test the presentation equipment?
- Test the complete setup at least 24 hours before the fair, not just each item separately. Check the laptop, projector, screen, HDMI connection, microphone, clicker, power strips and Wi-Fi router in the actual room.
- How many directional signs are needed for a Health Career Fair?
- Use at least one sign at the entrance, one at registration and one at every decision point or corridor. For a venue with three route changes, prepare at least five signs, including the welcome sign, and put them up before exhibitors arrive.
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