What to buy for an internship fair

An internship fair needs more than tables and company stands. You will also need a clear registration point, supplies for coffee and catering, printed badges, signage and equipment for presentations. Check quantities against the number of companies, visitors and volunteers before ordering. Reserve extra power, storage and serving items early: these are easy to overlook and difficult to replace on the day.

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What to bring

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

Furniture

Tablesqty 35
Chairsqty 120
Registration deskqty 2
Bar stoolsqty 8
Changing room screensqty 6
Display wallsqty 30
Clothes racksqty 4
Storage binsqty 12

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving traysqty 12
Serving tongsqty 8
Coffee potsqty 6
Thermos flasksqty 8

Equipment

Laptopsqty 8
Presentation screensqty 6
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 20
Power stripsqty 20
Charging cablesqty 12
Power banksqty 6
Label printersqty 2
Barcode scannersqty 2
Coolersqty 6
Hand trucksqty 2
Cable traysqty 12
Directional signsqty 16
Clipboardsqty 12
Calculatorsqty 4

Decorations

Stand number signsqty 30
Information boardsqty 8
Backdrop clothsqty 10
Balloonsqty 100
Balloon ribbonqty 4
Tableclothsqty 35
Plantsqty 12
Sticky tackqty 8
Double-sided tapeqty 10
Paper garlandsqty 12

Catering

Drink dispensersqty 4
Water jugsqty 8
Ice packsqty 24
Sugar bowlsqty 6
Milk jugsqty 6
Napkin holdersqty 12
Waste binsqty 12
Diet labelsqty 30

Kitchen

Cutting boardsqty 4
Chicken thighsqty 4
Serving spoonsqty 8
Measuring cupsqty 4
Kitchen towelsqty 12
Coolersqty 4

Cleaning

Cleaning cartsqty 2
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Hand broomsqty 4

Lighting

LED string lightsqty 8
Standing lampsqty 8
Night lightsqty 6

Groceries

Groceries
- Coffee beans - 4 packs
- Decaf coffee - 1 pack
- Tea selection - 6 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Semi-skimmed milk - 6 liters
- Lemons - 20 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Ice tea green - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Tonic - 4 bottles
- Ginger lemonade - 4 bottles
- Ice cubes - 12 bags
- Butter - 4 packs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Cream cheese - 8 tubs
- Hummus - 8 tubs
- Peanut butter - 4 jars
- Jam - 4 jars
- Chocolate sprinkles - 4 packs
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Mini rolls - 240 pieces
- Gluten-free buns - 24 pieces
- Vegan sandwiches - 24 pieces
- Mini croissants - 120 pieces
- Currant buns - 60 pieces
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 6 kilos
- Apples - 120 pieces
- Bananas - 80 pieces
- Mandarins - 80 pieces
- Muesli bars - 120 pieces
- Oat bars - 60 pieces
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 8 bags
- Snacks - 8 bags
- Rice cakes - 8 packs
- Crackers - 8 packs
- Cookies - 12 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Vegan cookies - 6 packs
- Gluten-free cookies - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olive oil - 2 bottles
- Pepper - 1 jar
- Salt - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Herb mix - 2 jars
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Bread bags - 2 packs
- Cardboard cups - 300 pieces
- Wooden stirrers - 500 pieces
- Paper plates - 250 pieces
- Paper napkins - 1000 pieces
- Snack cups - 300 pieces
- Coffee filters - 2 packs
- Tea filters - 1 pack
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 12 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Trash bags - 100 pieces
- Freezer bags - 2 packs
- Disposable gloves - 4 boxes
- Napkin clips - 12 pieces
- Labels - 6 packs
- Highlighters - 3 sets
- Ballpoint pens - 100 pieces
- Pencils - 50 pieces
- Notepads - 50 pieces
- Name stickers - 250 pieces
- Printer paper - 5 packs
- Ink cartridges - 2 sets
- Velcro - 4 rolls
- Tape - 12 rolls
- Rope - 4 rolls
- Cable ties - 2 bags

Tips

Plan one company table and two chairs per participating company, then add a small number of spare chairs for visitors and staff. Keep the registration desk separate from the stands so arrivals do not block the main aisle.
For coffee and catering, count one cup, glass, plate and full set of cutlery per guest, plus at least 10% extra. Order serving trays, tongs, coffee pots and thermos flasks as well as the food itself.
Prepare one name badge for every visitor, company representative and volunteer, with at least 10% spare badges. Keep a label printer available for late registrations or spelling corrections.
Give every presentation area its own tested power strip and extension cord, and bring charging cables and power banks for registration laptops and barcode scanners. Test microphones, speakers, projectors and screens before deliveries are closed.
Buy or reserve storage bins, display walls, clothes racks and changing-room screens only after checking the floor plan. Mark each item by stand or area so volunteers can place deliveries without searching during setup.

Frequently asked questions

What should I buy for an internship fair with 20 companies?: Plan for 20 company tables and 40 chairs, plus a registration desk and any display walls shown on the floor plan. Add coffee and catering tableware for the expected visitor count, not just the company representatives, and keep at least 10% spare badges and disposable supplies.
How many name badges do I need for an internship fair?: Count every expected visitor, company representative and volunteer, then add 10% spare badges. For example, 200 visitors, 40 company representatives and 10 volunteers require at least 275 badges.
What AV equipment is needed for an internship fair?: For each presentation area, prepare a presentation screen or projector with a projection screen, speakers and a microphone. Bring at least one extension cord and power strip per area, plus charging cables and a power bank for registration equipment.
When should I order supplies for an internship fair?: Order printed materials, badges and signage at least 10 working days before the fair, and confirm furniture and AV equipment at least 2 weeks ahead. Buy fresh catering supplies after the final registration deadline, ideally 1–2 days before the event.

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