What you need for a job fair

A job fair needs more than tables and chairs. You’ll need separate interview areas, a registration desk, refreshments, printed materials, clear directions, and reliable presentation equipment. Plan quantities from your confirmed attendee and interviewer numbers, then add a small buffer for last-minute arrivals. This shopping list covers the physical supplies to arrange or buy, including catering serviceware, signage, badges, and room equipment.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
High tablesqty 6
Coat racksqty 2
Waste binsqty 6

Tableware

Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 60
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Serving plattersqty 12
Serving tongsqty 8
Coolersqty 4

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 6
Flip chartsqty 4
Presentation markersqty 12

Decorations

Name badgesqty 80
Tableclothsqty 12
Company bannersqty 10
Directional signsqty 12
Flower arrangementsqty 6

Lighting

Table lampsqty 8
String lightsqty 4

Cleaning

Trash bagsqty 30
Cleaning bucketsqty 2
Cleaning clothsqty 12
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Mineral water for interviews - 12 bottles
- Mini cheese sandwiches - 40 pieces
- Chicken mini sandwiches - 40 pieces
- Hummus mini sandwiches - 30 pieces
- Vegetable wraps - 30 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 3 bags
- Olives - 3 jars
- Cherry tomatoes - 3 kilos
- Cucumbers - 6 pieces
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Brownies - 50 pieces
- Mini muffins - 50 pieces
- Gluten-free cookies - 3 packs
- Vegan cookies - 3 packs
- Hummus - 4 tubs
- Knäckebröd - 4 packs
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Lemons - 10 pieces
- Ice cubes - 10 bags
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle

Tips

Prepare one name badge for every attendee, interviewer, and organiser, plus 10% extra for walk-ins or spelling changes. Keep blank badges and permanent markers at the registration desk.
For catering, count one plate, cutlery set, coffee cup, and water glass per person, then add 10% spare serviceware. Provide at least two coffee machines or kettles when more than 50 people are expected.
Allow one table and two chairs for each interview room, with one additional table and two chairs for registration. Set up the interview rooms before guests arrive so scheduled conversations can start on time.
Bring one printed interview form per scheduled interview, one attendance list for registration, and a few spare copies of the programme. Print these at least one day before the fair, not during setup.
Test the laptop, projector, screen, microphone, speakers, extension cords, and power strips at least two hours before opening. Bring one presentation backup on a second device or USB drive, and use directional signs at every turn to the venue.

Frequently asked questions

How many chairs do I need for a job fair?: Plan two chairs for each interview room, plus seating for the registration desk and any waiting area. Add 10% extra chairs, or at least four spare chairs for a medium-sized fair.
How many name badges should I print for a job fair?: Prepare one badge for every registered candidate, company representative, interviewer, and organiser. Add 10% extra blank badges and print them at least one day in advance.
How much coffee and water do I need for a job fair?: For a half-day fair, plan roughly 3 cups of coffee and 1 to 1.5 litres of water per person. Add 10% extra drinks and serviceware, and chill bottled drinks before the event if they are being served cold.
When should I set up the interview rooms and AV equipment?: Set up tables, chairs, signage, and interview materials at least two hours before registration opens. Test the laptop, projector, microphone, speakers, and power connections during the same setup window.

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