What do you need for a job fair?

A job fair needs more than tables and chairs. You also need a reliable registration point, printed badges, clear route signs, employer information packs and working presentation equipment. Plan supplies around the number of employers, visitors and presentation sessions, then add a small reserve for late registrations and reprints. This checklist covers the practical items to buy or bring, including power, catering equipment, stationery and materials for employer and visitor communication.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 120
Bar stoolsqty 12
Registration desk
Changing room screensqty 8
Waste binsqty 8
Clothes racksqty 4

Equipment

Laptopsqty 4
Printer
Monitor screen
Presentation laptop
Speakersqty 2
Microphone
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Power stripsqty 10
Extension cordsqty 8
USB sticksqty 4

Paper goods

Badge holdersqty 180
Lanyardsqty 180
Clipboardsqty 20
Notepadsqty 150
Ballpoint pensqty 200
A4 paperqty 3
Envelopesqty 200
Name stickersqty 200
Presentation foldersqty 20
Information leafletsqty 500
Route signsqty 12
Tapeqty 6
Scissorsqty 4
Markersqty 24

Decorations

Bannersqty 6
Flagsqty 20
Tableclothsqty 24
Arrow stickersqty 30
Balloonsqty 100

Lighting

LED lightsqty 8
Light Stripsqty 4

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 6
Serving spoonsqty 12

Kitchen

Cutting boardsqty 3
Knivesqty 6
Thermos flasksqty 4
Storage binsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20
Cleaning sprayqty 4

Catering

Groceries
- Coffee - 6 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Herbal tea - 2 boxes
- Stir sticks - 250 pieces
- Paper napkins - 500 pieces
- Mini rolls - 250 pieces
- Wholegrain rolls - 100 pieces
- Young cheese - 3 kilos
- Boiled ham - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Halal chicken breast - 1.5 kilo
- Vegan toppings - 1 kilo
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Cookies - 10 packs
- Fruit mix - 12 kilos
- Muesli bars - 150 pieces
- Gluten-free crackers - 4 packs
- Vegan cookies - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Paper table rolls - 6 rolls

Tips

Set up one registration desk with at least one laptop, a printer and spare A4 paper. For a busy opening period, prepare two people to check registrations and hand out badges so a queue does not block the entrance.
Allow one table and two chairs per employer stall unless an employer has requested extra display space. Bring a few additional chairs and at least one spare table for late changes or staff use.
Print badges, maps and route signs before the event and keep spare copies on site. A practical reserve is 10% extra badges and at least 20 blank name stickers for walk-ins or corrections.
Check every presentation laptop, monitor screen, speaker and microphone at the venue before doors open. Pack extension cords, power strips and a USB stick with the presentation files; these are easy to forget and difficult to replace at short notice.
Buy drinks and catering supplies for the confirmed headcount, then add 10% for volunteers, speakers and late arrivals. Set up coffee machines, kettles and coolers away from the registration desk so queues do not form around the entrance.

Frequently asked questions

What should I buy for a job fair?: Plan for tables, chairs, a registration desk, laptops, a printer, badges, lanyards, route signs, maps, information leaflets and presentation equipment. Add power strips, extension cords, stationery and catering equipment before shopping; these practical items are often missed.
How many tables do I need for a job fair?: Start with one table for each confirmed employer stall, then add at least one spare table for registration, information or last-minute changes. If employers need room for clothing racks, screens or extra materials, confirm their requirements before assigning the floor plan.
How many printed badges should I prepare for a job fair?: Print one badge for every confirmed employer, visitor, speaker and volunteer, then prepare about 10% extra. Keep at least 20 blank name stickers and spare badge holders available for walk-ins, corrections and late registrations.
When should I buy job fair supplies?: Buy non-perishable paper goods, badge holders, lanyards and stationery at least one week before the event. Confirm catering, equipment deliveries and printed materials two to three days beforehand, leaving the final day for checking quantities and packing.

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