What to Buy for a Job Fair
A job fair needs more than employer tables and printed vacancy leaflets. You also need a clear check-in point, enough name badges, reliable power for laptops and presentation equipment, and simple refreshments for employers and visitors. Use the confirmed registration numbers to calculate catering and printed materials, then add a small reserve for walk-ins. Order or collect anything with a lead time—especially furniture, catering, badges and technical equipment—at least one week before the event.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Information desk
- Employer tablesqty 20
- Foldable tablesqty 6
- Chairsqty 90
- High tablesqty 8
- Tableclothsqty 26
- Brochure racksqty 10
- Clothes racksqty 4
Equipment
- Laptopqty 3
- Projector
- Projection screen
- Speakersqty 2
- Wireless microphoneqty 2
- Extension cordsqty 6
- Power stripsqty 8
- Chargersqty 6
- Cable matsqty 10
- Coolersqty 4
- Coffee machinesqty 3
- Kettlesqty 2
Tableware
- Coffee cupsqty 100
- Tea glassesqty 100
- Water glassesqty 100
- Platesqty 100
- Cutlery setsqty 100
- Serving traysqty 12
- Thermos flasksqty 6
- Water jugsqty 8
Decorations
- Name badgesqty 250
- Name badge holdersqty 250
- Directional signsqty 12
- Employer bannersqty 20
- Program postersqty 8
- Flip chartsqty 3
- Flip chart paperqty 6
- Markersqty 24
- Table numbersqty 20
Office
- Registration formsqty 250
- Pensqty 80
- Clipboardsqty 20
- Notepadsqty 100
- Information foldersqty 250
- Envelopesqty 250
- Printer paperqty 5
- Staplersqty 4
- Rolls of tapeqty 8
- Scissorsqty 6
- Ropeqty 2
Cleaning
- Waste binsqty 10
- Dustpan and brushqty 3
- Trash bag holdersqty 6
Catering
- Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 kilograms
- Mini water bottles - 100 pieces
- Multigrain rolls - 120 pieces
- White rolls - 80 pieces
- Cheese sandwiches - 30 pieces
- Ham sandwiches - 30 pieces
- Chicken breast sandwiches - 20 pieces
- Vegetarian sandwiches - 25 pieces
- Vegan sandwich rolls - 15 pieces
- Unsalted butter - 2 packs
- Young cheese - 2 kilograms
- Ham - 1 kilogram
- Chicken breast - 1 kilogram
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 4 heads
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Mini croissants - 100 pieces
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 6 kilograms
- Mandarins - 6 kilograms
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Gluten-free crackers - 4 packs
- Vegan snacks - 6 packs
- Allergen cards - 30 pieces
- Paper napkins - 500 pieces
- Paper cups - 250 pieces
- Wooden stirrers - 300 pieces
- Coffee filters - 200 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Paper towels - 8 packs
- Hand soap - 4 bottles
- Garbage bags - 100 pieces
- Freezer bags - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Plastic storage containers - 20 pieces
- Labels - 100 pieces
Tips
- Prepare one name badge for every registered participant, employer and volunteer, plus 10% extra for walk-ins and last-minute changes. Keep blank badges and holders at the information desk.
- For the first hour, allow two to three drinks per person, then one drink per person for each additional hour. Buy extra water because employers often stay for the full programme.
- Count one vacancy leaflet per expected visitor for each vacancy area, plus 10% spare. Print the registration list and route maps at least one day before the job fair.
- Plan one power strip and one extension cord for each employer cluster using laptops or other equipment. Cover cables with cable mats and bring chargers for every device.
- Confirm table numbers and catering quantities with employers no later than seven days before the event. Include dietary requirements in the final order rather than trying to adjust portions on the day.
Frequently asked questions
- How many name badges do I need for a job fair?
- Prepare one badge for each registered visitor, employer and volunteer, then add 10% extra. For 200 registered people and 30 staff or employers, prepare at least 253 badges.
- How much coffee and water should I buy for a job fair?
- For a three-hour job fair, plan roughly two to three drinks per person in the first hour and one per person per later hour. For 100 attendees, that means about 400 drinks, with water available throughout the event.
- How many vacancy leaflets should I print?
- Print one leaflet per expected visitor for each relevant vacancy group, then add 10% spare. For 150 visitors, start with 165 copies of each leaflet visitors are likely to take home.
- When should I order catering and equipment for a job fair?
- Confirm catering, tables, chairs and technical equipment at least seven days before the event. Finalise quantities after registration closes, and test the projector, microphone, speakers and power connections one day in advance.
Plans a lot like this one
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.
Organize this event for free with LizztOrganize for free and invite your contacts!