What you need for a job fair

A job fair needs more than tables and chairs. You will need registration supplies, employer booth materials, clear signs, presentation equipment and enough serving items for the catering setup. Plan quantities around your expected visitor and employer numbers, then add a small buffer for damaged badges, spills and last-minute registrations. Buy or collect items early enough to test printers, laptops, microphones and power connections before doors open.

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What to bring

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

Furniture

Registration tablesqty 2
Standing tablesqty 30
Chairsqty 90
Changing room rackqty 2
Waste binsqty 8

Equipment

Laptopsqty 3
Printer
Label printer
Projector
Projection screen
Extension cordsqty 12
Power stripsqty 12
Cable traysqty 8
Handheld microphone

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 4
Pliersqty 6

Decorations

Job fair bannersqty 4
Table signsqty 30
Directional signsqty 12
Name badgesqty 200
Badge holdersqty 200
Tableclothsqty 32

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Spa Blauw - 18 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Mini water bottles - 120 pieces
- Mini cheese sandwiches - 60 pieces
- Mini ham sandwiches - 40 pieces
- Mini chicken sandwiches - 30 pieces
- Vegetarian sandwiches - 30 pieces
- Vegan sandwiches - 20 pieces
- Gluten-free sandwiches - 10 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 4 bags
- Rice cakes - 4 packs
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 6 packs
- Coffee creamer cups - 200 pieces
- Stir sticks - 250 pieces
- Paper napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Garbage bags - 3 rolls
- Disinfectant wipes - 4 packs
- Aluminum foil - 2 rolls

Tips

Prepare at least 10% more name badges, badge holders and printed materials than your expected visitor count. Last-minute registrations and reprints are common at the registration desk.
Allow one registration table for every 100 to 150 expected visitors if you want to avoid a queue. Keep the printer, label printer, laptops and spare extension cords at the desk rather than across the room.
Give each employer a table sign, booth card and tablecloth, plus enough chairs for the representatives you invited. Pack these by booth so setup does not depend on sorting supplies on the morning itself.
For coffee, tea and cold drinks, provide at least two cups or glasses per expected visitor when the fair lasts several hours. Bring extra serving trays, plates and cutlery if catering includes snacks or a buffet.
Bring more power strips and extension cords than the equipment list appears to require, and add cable trays to keep walkways clear. Test the projector, screen and handheld microphone at least one hour before opening.

Frequently asked questions

How many name badges do I need for a job fair?: Prepare one badge for every expected visitor, employer representative and staff member, then add 10% extra. For 200 expected visitors and 40 other attendees, prepare at least 264 badges.
How many registration tables are needed for a job fair?: Plan on one registration table per 100 to 150 expected visitors. For 300 visitors, use two or three tables, with one laptop or registration point at each table.
How much catering tableware is needed for a job fair?: Start with two cups or glasses per expected visitor, plus plates and cutlery for every person expected to eat. Add 10% extra so replacements are available during a busy buffet period.
When should I buy supplies for a job fair?: Buy reusable equipment and printed materials at least one week before the fair. Pick up fresh catering items and chill drinks on the day before or the morning of the event, depending on storage and food-safety requirements.

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