What you need for a job fair

A job fair needs more than tables and chairs. You will need separate registration and information desks, printed badges and vacancy folders, reliable power for laptops and screens, and enough serving equipment for catering. Start by counting employers, candidates, staff, and catering portions, then match the quantities of furniture, technology, signage, and supplies to that headcount. The list below covers the items most often forgotten until setup day.

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What to bring

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

Furniture

Trade fair tablesqty 24
Chairsqty 100
Bar stoolsqty 12
Registration deskqty 2
Information desk
Clothes racksqty 4
Waste binsqty 8
Brochure standsqty 12

Equipment

Laptopsqty 4
Printersqty 2
Presentation screen
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 12
Extension cordsqty 12
Charging stationsqty 3
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Payment terminalsqty 2
Dressing room mirrorsqty 2

Tableware

Reusable coffee cupsqty 100
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Corkscrewsqty 2
Serving bowlsqty 12
Pliersqty 8
Serving spoonsqty 8
Cutting boardsqty 4
Bread knivesqty 2

Decorations

Tableclothsqty 24
Stand signsqty 24
Name badge holdersqty 30
Buntingqty 8
Flower arrangementsqty 6
Photo backdrop

Registration

Name badge holdersqty 250
Badge clipsqty 250
Registration binsqty 4
Clipboard foldersqty 12

Presentation

Flip chartsqty 4
Flipchart standsqty 4
Whiteboardsqty 2
Whiteboard markersqty 12
Laser pointersqty 2

Cleaning

Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 2
Hand broomsqty 3

Lighting

Standing lampsqty 6
LED lampsqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 6 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Still water - 12 bottles
- sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Iced tea - 4 bottles
- Coffee cups - 250 pieces
- Stir sticks - 250 pieces
- Paper napkins - 500 pieces
- Mini water bottles - 100 pieces
- Mini croissants - 150 pieces
- Mini rolls - 150 pieces
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Jam - 3 jars
- Butter - 1 kilo
- Cucumbers - 2 kilos
- Tomatoes - 2 kilos
- Mixed fruit platter - 12 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Grapes - 4 kilos
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Salty breadsticks - 6 bags
- Nut-free snack mix - 6 bags
- Gluten-free crackers - 6 packs
- Vegan sandwiches - 30 pieces
- Vegetarian sandwiches - 40 pieces
- Gluten-free rolls - 20 pieces
- Mini muffins - 100 pieces
- Cookies - 8 packs
- Napkin dispensers - 6 pieces
- Trash bags - 4 rolls
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Cleaning sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Nitrile gloves - 4 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Plan one trade fair table and at least one chair per employer booth, then add bar stools only where employers will hold longer conversations. Keep a few spare chairs available for registration and information desks.
Prepare registration materials at least 2–3 days before the fair. Print badges, employer lists, visitor lists, vacancy folders, and information packs, and keep a printer available for last-minute corrections.
Count power connections before the venue setup. Laptops, printers, screens, projectors, coffee machines, and charging stations may need separate extension cords, so bring at least one spare cord for each main equipment area.
Set aside clear signage for registration, employer booths, information, catering, toilets, and exits. Put signs up before doors open; visitors should not need to ask where to check in or find a vacancy folder.
Order catering from the confirmed registration numbers and add a small buffer for staff and late arrivals. Check dietary requirements before finalizing the order, and prepare enough reusable cups, glasses, plates, cutlery, trays, and serving bowls for the service period.

Frequently asked questions

What do I need to buy for a job fair?: Plan furniture for every employer booth plus registration and information desks, then add chairs, signage, badges, vacancy folders, and information packs. You also need power and presentation equipment, printing supplies, and catering tableware such as cups, glasses, plates, and cutlery.
How many tables do I need for a job fair?: Start with one trade fair table per participating employer. Add separate tables for registration and information, and include extra space for brochures, vacancy folders, laptops, or presentation materials where needed.
When should I print job fair badges and lists?: Print badges and attendee or employer lists 2–3 days before the event, after registrations and profiles have been checked. Keep the printer and spare badge stock available on the day for corrections and late registrations.
How much catering equipment is needed for a job fair?: Provide one reusable coffee cup, glass, plate, and cutlery set per expected catering guest, then add a buffer of about 10%. Count serving trays, pouring jugs, serving bowls, coffee machines, kettles, and coolers separately based on the menu and service points.

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