Job fair shopping list

A job fair needs more than employer tables and printed brochures. Visitors must find registration quickly, employers need working presentation equipment, and refreshments need to be ready without blocking conversations. Use this shopping list to check furniture, power supplies, badges, printing materials and serving equipment before the event. Plan quantities from your expected visitor count, then add a small buffer for walk-ins and last-minute replacements.

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What to bring

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

Furniture

Tablesqty 30
Chairsqty 120
Registration deskqty 2
High tablesqty 8
Tableclothqty 30
Brochure racksqty 20
Bollardsqty 8

Equipment

Laptopqty 3
Projector
Projection screen
Wireless microphoneqty 2
Speakerqty 2
Power stripqty 8
Extension cordqty 10
Charging stationqty 2
USB stickqty 4
Presentation clickerqty 2
Printer
Cable reelqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120

Kitchen

Coffee makerqty 3
Kettleqty 2
Thermosqty 6
Cool boxqty 4
Serving plattersqty 12
Serving spoonsqty 12
Pliersqty 8
Cutting boardsqty 3
Bread knivesqty 3
Insulated thermosqty 4

Decorations

Company bannersqty 12
Welcome banner
Arrow signqty 12
Menu Boardqty 3
Table décorqty 20
Name badge holdersqty 120

Lighting

LED lampqty 12
Batteriesqty 24

Cleaning

Waste binsqty 12
Mopqty 3
Bucketqty 3
Broomqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Toilet brushqty 3

Printed materials

Name badgesqty 150
Program leafletsqty 150
Pensqty 100
Notepadsqty 100
Clipboardsqty 20
A4 paperqty 2
Printer cartridgesqty 2

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lactose-free milk - 3 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Lemonade - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 kilo
- Stir sticks - 2 packs
- Paper napkins - 6 packs
- Currant buns - 60 pieces
- Mini croissants - 60 pieces
- Mini cheese sandwiches - 50 pieces
- Chicken mini sandwiches - 40 pieces
- Mini hummus sandwiches - 30 pieces
- Mini vegetable wraps - 30 pieces
- Mini quiches - 40 pieces
- Vegetarian mini quiches - 30 pieces
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 12 pieces
- Butter - 3 packs
- Cream cheese - 4 tubs
- Hummus - 4 tubs
- Young cheese - 2 kilos
- Chicken breast topping - 1 kilo
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Grapes - 4 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Cherry tomatoes - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Rice cakes - 6 packs
- Muesli bars - 100 pieces
- Nut mix - 3 kilo
- Low-allergen cookies - 4 packs
- Chocolate cookies - 6 packs
- Butter cookies - 6 packs
- Brownies - 60
- Mini muffins - 60 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Pepper - 1 can
- Salt - 1 tin
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 3 rolls
- Small trash bags - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 6 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Allow one registration desk, laptop and printer for every 150 to 200 expected visitors. Bring spare paper, ink and blank badges so late registrations do not stop the check-in line.
Plan at least one table and two chairs for each participating employer, then add 10% spare seating if employers will hold longer conversations. High tables are useful near refreshment or networking areas.
For presentations, check the complete chain at least 24 hours beforehand: laptop, projector, screen, clicker, USB stick, speaker, wireless microphone, power strips and extension cords. Pack a cable reel when outlets are more than a few metres from the booths.
Use one brochure rack or clearly labelled document area per employer, and print route signs and floor plans before arrival. Bring bollards or other markers if queues, entrances or restricted areas need to be separated.
For a half-day fair, budget two to three drinks per visitor for the first hour and one additional drink per person for each following hour. Prepare coffee cups, water glasses, plates, cutlery, a coffee maker, kettle, thermos and cool box at least 60 minutes before doors open.

Frequently asked questions

What do I need for a job fair registration desk?: Prepare one desk, one laptop, a printer, power access and printed or blank name badges for every registered visitor plus 10% extra. Add a charging station and spare paper so check-in can continue if devices run low.
How many tables and chairs do I need for a job fair?: Start with one table and two chairs per participating employer. Add 10% spare chairs and at least one separate registration desk; include high tables if you expect networking away from the booths.
How much food and drink should I buy for a job fair?: For the first hour, allow two to three drinks per person, followed by one drink per person for each additional hour. Confirm dietary requirements at least 7 days before the fair and keep a small extra portion for walk-in visitors.
When should I check job fair equipment?: Test the laptop, projector, screen, microphone, speaker, clicker and all cables at least 24 hours before opening. Set up and chill drinks 60 minutes before visitors arrive, and recheck power and presentation files on the morning itself.

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