What you need for an internship fair

An internship fair needs more than tables and chairs. Exhibitors need a clearly marked pitch, reliable power, presentation equipment and somewhere to store coats, while visitors need badges, refreshments and an easy-to-follow map. Check quantities against your exhibitor and visitor numbers before shopping. Arrange catering, printing and equipment at least several days ahead so missing adapters, cups or name badges do not become problems when the venue opens.

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What to bring

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

Furniture

Tablesqty 28
Chairsqty 180
Bar stoolsqty 12
Coat racksqty 4
Clothes hangersqty 80
Tableclothsqty 30
High tablesqty 8

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Screensqty 6
HDMI cablesqty 8
HDMI adaptersqty 6
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 14
Extension cordsqty 12
Charging stationsqty 4
Presentation clickersqty 3
Power banksqty 6

Tableware

Coffee cupsqty 180
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Washing-up basinsqty 6

Decorations

Display panelsqty 26
Directional signsqty 14
Welcome sign
Information boardsqty 8
Buntingqty 8
Plantsqty 20
Table numbersqty 30
Adhesive stripsqty 10

Lighting

LED lampsqty 12
Mood lightingqty 6

Registration

Registration tablesqty 2
Name badge holdersqty 200
Lanyardsqty 200
Clipboardsqty 6
Desk pensqty 30
Registration formsqty 220
Program bookletsqty 220
Visitor foldersqty 200
Exhibitor foldersqty 30
Wristbandsqty 220

Cleaning

Waste binsqty 14
Hand broomsqty 3
Litter pickersqty 2
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- 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
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Baguettes - 25 pieces
- Mini rolls - 240 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Herb cream cheese - 2 kilos
- Smoked chicken breast - 2 kilo
- Ham - 2 kilos
- Tomatoes - 4 kilos
- Cucumbers - 3 kilos
- Arugula - 1 kilo
- Bell peppers - 2 kilos
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 80 pieces
- Mini muffins - 240 pieces
- Butter cookies - 5 kg
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Mixed nuts - 3 kilo
- Olives - 3 kg
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Napkins - 1000 pieces
- Stirrers - 500 pieces
- Teaspoons - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Hand sanitizer - 8 bottles
- Liquid hand soap - 6 bottles
- Paper towels - 12 packs
- Sponges - 12 pieces
- Rubber gloves - 6 pairs

Tips

Plan one table per exhibitor, then add a few high tables or bar stools if exhibitors will hold short conversations or presentations. Keep the booth layout beside the furniture order so the room can be checked quickly.
Count one exhibitor badge and one visitor name badge for every registered person, plus at least 10% spare badges for late changes or damaged prints. Print the visitor list and venue map at the same time.
Give each presentation setup its own HDMI cable, compatible adapter and power strip. Test every laptop, projector, screen, wireless microphone and presentation clicker at the venue before exhibitors arrive.
For a two-hour fair, allow roughly two drinks per person in the first hour and one more per person afterward. Buy cups, glasses, plates and cutlery for the full expected attendance, with about 10% extra.
Set up coat racks with hangers before opening and place charging stations, power banks and extension cords where they cannot create trip hazards. Put coolers, ice and thermos flasks in position before catering is picked up.

Frequently asked questions

What should I buy for an internship fair?: Plan furniture for every exhibitor, including tables, chairs or stools, tablecloths and coat storage. You will also need name badges, printed maps and visitor lists, presentation equipment, power supplies, coffee service and catering tableware.
How many name badges do I need for an internship fair?: Prepare one badge for each registered visitor and exhibitor, then print at least 10% extra. For 200 expected attendees, that means at least 220 visitor badges, plus badges for the exhibitor team.
How much coffee and tableware do I need for an internship fair?: For a two-hour event, allow about two drinks per person in the first hour and one additional drink afterward. Match cups, glasses, plates and cutlery to the expected attendance and add roughly 10% for spills and unexpected guests.
When should I check the equipment for an internship fair?: Check laptops, projectors, screens, microphones, speakers, cables and adapters at least one day before the fair. Test the complete setup again when the venue opens, because a cable or adapter can fail after the first check.

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