What You Need for a Job Fair

A job fair needs more than tables and chairs. You need a clear registration point, working presentation equipment, power for laptops, visible employer information and enough refreshments for the busiest arrival period. Use this shopping list to gather booth furniture, name-badge and signage supplies, serving items, coffee equipment and backup cables before the venue opens. Check quantities against your expected attendance and the number of participating employers, then pack everything by area so setup does not become a last-minute search.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 24
Chairsqty 120
Registration desk
Stoolsqty 12
Coat racksqty 4
Waste binsqty 12

Equipment

Laptopsqty 4
Projectorqty 2
Projection screensqty 2
Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 10
Power stripsqty 10
HDMI cablesqty 4
USB sticksqty 4
Charging cablesqty 8
Wi-Fi extendersqty 2

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Teaspoonsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Measuring cupsqty 4

Decorations

Bannersqty 8
Balloonsqty 150
Balloon pumpsqty 3
Tableclothsqty 24
Stand signsqty 24
Clipboardsqty 30
Name badge holdersqty 30
Pen holdersqty 24

Lighting

LED lampsqty 12
String lightsqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea assortment - 6 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Paper cups - 250 pieces
- Paper napkins - 500 pieces
- Stirrers - 300 pieces
- Whole wheat baguettes - 12 pieces
- Mini pistolets - 100 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 12 tubs
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Bell peppers - 2 kilos
- Cherry tomatoes - 2 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Snack mix - 8 bags
- Mini cookies - 10 packs
- Muesli bars - 100 pieces
- Gluten-free crackers - 6 packs
- Gluten-free cookies - 6 packs
- Vegan spread - 8 packs
- Vegan wraps - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Herb butter - 8 tubs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Garbage bags - 100 pieces
- Paper table runners - 24 rolls
- Coffee filters - 3 packs
- Food containers - 40 pieces
- Dust bags - 2 packs
- Bottle openers - 6 pieces

Office

Name stickersqty 250
Ballpoint pensqty 150
Permanent markersqty 24
Notepadsqty 80
A4 paperqty 5
Tapeqty 8
Scissorsqty 8
Staplersqty 4
Staplesqty 8
Paper clipsqty 4
Envelopesqty 100
Sticky notesqty 20
Registration listsqty 10
Program flyersqty 300
Floor plansqty 150
Evaluation formsqty 150
Wristbandsqty 250
Ropeqty 4
Cable tiesqty 200
Pushpin traysqty 6

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 8
Fire extinguishersqty 2

Tips

Plan one registration desk, at least one laptop and a supply of printed name badges for every expected visitor, plus a small reserve for walk-ins. Keep pens and spare badges at the desk rather than in a box at the entrance.
Give each employer enough table space for its materials and provide chairs or stools according to the booth layout. Count furniture from the floor plan, not from memory, and reserve a few spare chairs for presenters or visitors.
For presentations, pack the projector, screen, speakers, wireless microphones, HDMI cables and USB sticks together. Bring extension cords, power strips and charging cables as well; these are easy to overlook and often needed at the far end of a room.
Set out separate coffee cups, tea glasses and water glasses, with plates, forks, knives and teaspoons for snacks. Serving platters and tongs keep food away from shared hands, while waste bins prevent the refreshment area from filling up during registration.
Prepare coffee machines, kettles, thermos flasks and coolers before guests arrive, and chill drinks in advance. Keep a backup of key presentation files on USB sticks and test every laptop, cable and microphone in the actual room before opening the venue.

Frequently asked questions

How many chairs do I need for a job fair?: Start with one chair per planned seated position at employer booths, the registration desk and presentation area. Add 10% extra, or at least 5 spare chairs for a small fair, because visitors and presenters rarely use the layout exactly as planned.
How much coffee and tea should I buy for a job fair?: Allow 2 to 3 hot drinks per attendee for a half-day job fair, then add a 10% reserve. Provide water throughout the event and prepare enough cups and glasses for the full expected attendance, not only the number registered several days beforehand.
What AV equipment is needed for a job fair presentation?: Pack one laptop, projector, projection screen, speakers and wireless microphone for each presentation setup. Bring at least two HDMI cables, two USB sticks with the files and enough extension cords and power strips to reach every presentation position.
When should I prepare the job fair supplies?: Collect printed materials, badges, cables and booth equipment at least 2 days before the fair. Chill drinks and prepare snacks on the day, with the coffee and presentation equipment tested at least 60 minutes before doors open.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.