What to buy for an internship fair

An internship fair needs more than tables and printed badges. You need a clear registration point, enough power for exhibitor laptops and screens, refreshments that can be served efficiently, and supplies for last-minute fixes. This shopping list covers the furniture, equipment, kitchen items and tableware needed to welcome visitors and support participating organizations. Check quantities against your exhibitor count, expected attendance and venue facilities before buying anything.

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What to bring

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

Furniture

Standing tablesqty 20
Visitor tablesqty 10
Chairsqty 80
Registration desk
Bar stoolsqty 6
Tableclothsqty 30
Clothes racksqty 4

Equipment

Laptopqty 2
Tabletsqty 2
Presentation screensqty 4
Extension cordsqty 12
Power stripsqty 12
USB chargersqty 8
Mobile Wi‑Fi hotspotqty 2
Label printer
Power banksqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 6
Scissorsqty 10
Utility knivesqty 4
Cutting boardsqty 4
Serving tongsqty 6

Decorations

Booth bannersqty 20
Logo and name signsqty 20
Flagsqty 8
Plant decorationqty 12
Poster puttyqty 10
Cable tiesqty 100
Markersqty 12
Ballpoint pensqty 50
Notepadsqty 40
Clipboard foldersqty 6
Name badgesqty 150
Wristbandsqty 150
Information foldersqty 120
Display standsqty 20
Notice boardsqty 10
Directional arrowsqty 20
Bollardsqty 8

Lighting

LED lampsqty 12
Desk lampsqty 10
Emergency lightingqty 2

Cleaning

Waste binsqty 10
Mop setqty 2
Dustpan and brushqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 10 bags
- Amaretti cookies - 4 packs
- Butter cookies - 4 packs
- Mini croissants - 80 pieces
- Mini muffins - 80 pieces
- Mini cheese sandwiches - 40 pieces
- Mini hummus sandwiches - 40 pieces
- Chicken mini sandwiches - 40 pieces
- Vegetable wraps - 40 pieces
- Chicken wraps - 40 pieces
- Vegetarian quiche - 4 pieces
- Mini pizzas - 60 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Cashews - 2 bags
- Unsalted peanuts - 2 bags
- Apples - 50 pieces
- Bananas - 30 pieces
- Grapes - 5 kilos
- Mandarins - 40 pieces
- Cherry tomatoes - 3 kilos
- Cucumber - 8 pieces
- Carrots - 3 kilos
- Hummus - 2 kilos
- Garlic sauce - 2 bottles
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Olives - 2 jars
- Salt - 1 pack
- Pepper - 1 shaker
- Paprika powder - 1 container
- Italian herbs - 1 canister
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 10 pieces
- Dish brushes - 3 pieces
- Garbage bags - 100 pieces
- Paper gift bags - 100 pieces
- Freezer bags - 2 boxes
- Bandages - 2 boxes
- Tissues - 10 packs
- AA batteries - 2 packs
- AAA batteries - 2 packs
- Printer paper - 2 packs
- Black printer ink - 1 cartridge
- Color printer ink - 1 cartridge
- Tape - 6 rolls
- Double-sided tape - 4 rolls
- Rubber bands - 2 bags
- Paper clips - 2 boxes
- Sticky notes - 10 blocks

Tips

Plan one registration desk with a laptop or tablet, a label printer, chargers and a power bank. Keep spare pens, extension cords and power strips at the desk so registration does not stop when equipment runs low.
For each exhibitor area, confirm whether a table, chair, screen or power connection is needed at least 7 days before the fair. Bring extra extension cords and USB chargers because stalls are rarely positioned exactly where outlets are.
Prepare refreshments for the busiest arrival period rather than only for the full event. As a working estimate, allow 2 cups per visitor for coffee, tea or water, then add 10% for spills and unexpected guests.
Use separate trays and clearly grouped tableware for drinks and food. Count cups, glasses and plates after packing them, and keep at least 10% more forks, knives and spoons than the expected number of guests.
Pack a small setup kit with scissors, utility knives, cutting boards, tablecloths and spare labels. These items are often needed during stall setup, while replacing them after the venue opens is difficult.

Frequently asked questions

What furniture do I need for an internship fair?: Plan a registration desk, visitor tables, standing tables, chairs and any bar stools or clothes racks required by exhibitors. Confirm the layout and quantities with participating organizations at least 7 days before the event.
How many extension cords and power strips should I buy for an internship fair?: Count every laptop, tablet and presentation screen that needs power, then add at least 20% spare capacity. Keep several extension cords, power strips and USB chargers at the registration desk for last-minute changes.
How much coffee and tableware do I need for an internship fair?: Budget around 2 cups per visitor for the first few hours and add 10% for spills and extra attendees. Match coffee cups, glasses, plates, forks, knives and spoons to that total, with the same 10% reserve.
When should I buy supplies for an internship fair?: Buy non-perishable equipment and printed materials at least 7 days in advance. Buy or collect chilled drinks and other perishable refreshments 1 to 2 days before the fair, then chill drinks on the day itself.

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