What you need for a municipal job fair

A municipal job fair needs more than tables and chairs. Visitors should be able to find the information desk, exhibitors, workshops and registration points without asking for directions every five minutes. Bring enough badges, pens, signage materials, power access and AV equipment for the full program. This shopping list also covers the small items that are easy to forget until exhibitors and visitors are already arriving.

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What to bring

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

Furniture

Information desk
Exhibitor tablesqty 40
Visitor tablesqty 8
Chairsqty 120
High tablesqty 10
Display wallsqty 40
Coat racksqty 4
Waste binsqty 10

Equipment

Laptopsqty 3
Projector
Projection screen
HDMI cablesqty 4
Extension cordsqty 10
Power stripsqty 10
USB sticksqty 5
Mobile card terminalsqty 2
Walkie-talkiesqty 6
Phone chargersqty 6
Microphone
Compact speakersqty 2

Office supplies

Name badge holdersqty 350
Badge lanyardsqty 350
Clipboardsqty 8
Ballpoint pensqty 60
Markersqty 20
Permanent markersqty 20
Rolls of tapeqty 10
Painter's tapeqty 8
Scissorsqty 8
Staplersqty 4
Notepadsqty 50
Document traysqty 12
Display standsqty 12
Information leafletsqty 500
Program flyersqty 400
Signage boardsqty 20
Floor plansqty 350
Sign-up listsqty 10
Clipboardsqty 6

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 150
Platesqty 150
Pastry forksqty 150
Coffee spoonsqty 120
Serving traysqty 12
Water jugsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Storage binsqty 12
Serving utensilsqty 12
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Municipal flagsqty 4
Flag holdersqty 4
Balloonsqty 100
Balloon ribbonqty 4
Table runnersqty 16
Plantsqty 12
Name badgesqty 50

Lighting

LED table lampsqty 12
LED string lightsqty 4

Cleaning

Hand broomsqty 3
Litter pickersqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Cleaning clothsqty 24

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar sticks - 500 pieces
- Sweetener - 300 pieces
- Semi-skimmed milk - 16 liters
- Oat milk - 8 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Mini water bottles - 300 units
- Stirrers - 500 pieces
- Paper napkins - 800 pieces
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Multigrain rolls - 80 pieces
- Mini croissants - 150 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Ham - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Jam - 4 jars
- Peanut butter - 3 jars
- Cucumber - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Apples - 120 pieces
- Bananas - 80 pieces
- Grapes - 8 kilos
- Mandarins - 100 pieces
- Mini muffins - 200 pieces
- Oat bars - 200 pieces
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Snacks - 8 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Vegan mini snacks - 80 pieces
- Diet cookies - 6 packs
- Coffee filters - 3 boxes
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 50 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- 60 liter trash bags - 100 pieces
- Trash bags 120 liters - 40 pieces
- Tablecloths - 20 pieces
- Diet food labels - 100 pieces
- Plastic storage containers - 30 pieces
- Paper carrier bags - 100 pieces
- Bandages - 2 boxes
- Disposable tissues - 12 boxes

Tips

Prepare one name badge holder and lanyard for every registered exhibitor, speaker, volunteer and organiser, plus at least 10% extra for late changes.
Allow one power strip and one extension cord for each equipment cluster, then pack at least two spare HDMI cables and several phone chargers at the information desk.
Buy enough pens for registration and exhibitors: plan for one pen per active desk and keep 10 spare pens with the clipboards and markers.
Pack painter’s tape for temporary floor marks and rolls of stronger tape for signage, cable management and last-minute repairs. Bring at least two pairs of scissors and two staplers.
If visitors or exhibitors will pay for anything on site, arrange mobile card terminals and test them before opening. Keep USB sticks with backup presentations and a printed visitor list at the reception desk.

Frequently asked questions

What supplies do I need for a municipal job fair?: You need exhibitor and visitor tables, chairs, an information desk, display walls, coat racks and waste bins. Add badges, lanyards, clipboards, pens, signage materials, power supplies, presentation equipment and payment terminals where required.
How many chairs should I buy for a municipal job fair?: Count the seats needed at the information desk, visitor tables, workshops and exhibitor areas, then add 10% for changes and peak periods. Confirm the final number after the booth layout and workshop schedule are fixed.
How many name badges do I need for a job fair?: Prepare one badge for every registered exhibitor, speaker, volunteer and organiser, plus at least 10% extra. For 100 confirmed people, prepare at least 110 badge holders, lanyards and printed inserts.
When should I buy supplies for a municipal job fair?: Order furniture, AV equipment and printed materials at least 2 to 3 weeks before the fair. Buy consumables such as pens, tape, markers and chargers no later than 3 to 5 days before setup, after registrations and exhibitor numbers are checked.

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