What you need for an internship fair

An internship fair needs more than tables and printed information. Plan supplies for three separate areas: visitor registration, organization booths and refreshments. You will need equipment for presentations, reliable access to power, clear wayfinding and enough tableware for the expected attendance. Use the shopping list below to cover the practical details, then check dietary requirements and the venue before buying perishable food or drinks.

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What to bring

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

Furniture

Tablesqty 32
Chairsqty 180
Registration deskqty 2
High tablesqty 8
Clothes racksqty 4

Equipment

Laptopsqty 3
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 12
USB sticksqty 3
Power banksqty 4

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Small bowlsqty 24

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 8

Decorations

Table signsqty 32
Wayfinding signsqty 12
Trade show bannerqty 2
Buntingqty 8
Tableclothsqty 32
Plantsqty 12

Lighting

LED lightsqty 8
Desk lampsqty 10

Cleaning

Waste binsqty 10
Mop setsqty 2
Dustpan and brushqty 3
Cleaning glovesqty 6
Bucketsqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilogram
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted popcorn - 6 bags
- Mixed nuts - 4 kilograms
- Mini pretzels - 4 bags
- Cheese biscuits - 4 packs
- Whole grain crackers - 6 packs
- White buns - 80 pieces
- Multigrain rolls - 80 pieces
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Chicken breast - 2 kilogram
- Vegetarian spreads - 2 kilogram
- Cucumber - 3 kilograms
- Tomatoes - 3 kilograms
- Arugula - 6 bags
- Grapes - 6 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Mandarins - 6 kilograms
- Mini muffins - 180 pieces
- Brownies - 120 pieces
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 20 pieces
- Vegan spread - 1 kilogram
- Allergen cards - 50 pieces
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Tea towels - 12 pieces
- Sponges - 12 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Freezer bags - 2 boxes

Paper goods

Name badgesqty 220
Program leafletsqty 250
Floor plansqty 250
Sign-up listsqty 6
Notepadsqty 40
Pensqty 80
Markersqty 24
Tapeqty 8
Double-sided tapeqty 6
Scissorsqty 6
Staplersqty 4
Staplesqty 8
Clipboardsqty 8
Envelopesqty 100

Safety

Cable matsqty 12
Non-slip matsqty 8
Flashlightsqty 4
Emergency exit signsqty 6

Tips

Plan one registration desk, at least one laptop and a printed visitor list for check-in. Keep spare name badges and pens at the desk so late arrivals do not slow down registration.
Allow one booth setup per participating organization, with a table sign or booth number and enough chairs for the representatives attending. Confirm final organization numbers before ordering printed signs.
Bring at least one extension cord and power strip for each area that needs several devices, plus spare power banks or USB sticks for last-minute file transfers. Test the projector, screen, microphones and speakers before visitors arrive.
For refreshments, count cups, glasses, plates and cutlery for the full visitor estimate, then add 10% extra. Chill drinks ahead of time and use coolers or thermos flasks if the venue has limited kitchen space.
Print the program, floor plan, wayfinding signs and organization information packs no later than the day before. Pack them separately from booth materials so they are easy to place during setup.

Frequently asked questions

What furniture do I need for an internship fair?: Plan one booth table and seating for each participating organization, plus a separate registration desk. Add high tables or clothes racks only where the booth layout or organization materials require them.
How many printed materials should I prepare for an internship fair?: Prepare one program and floor plan for every registered visitor, then print at least 10% extra. Make one information pack per expected recipient and keep a small reserve for walk-ins.
How much catering and tableware do I need for an internship fair?: Use the confirmed registration count as your base and add 10% for cups, glasses, plates and cutlery. For drinks, plan two to three servings per person during the first hour, then adjust for the event length.
When should I buy supplies for an internship fair?: Buy non-perishable materials, signage and booth supplies 7 to 14 days before the fair. Buy chilled drinks and fresh catering one to two days before, after dietary requirements and attendance numbers are confirmed.

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