Recruitment day shopping list

A recruitment day needs more than tables and chairs. You will need a clear reception setup, company tables, name badges, printed programs, discussion materials and enough catering equipment for several timed rounds. Plan separately for attendees, recruiters and support staff, because coffee, water and seating are often underestimated. Use this list to check what must be bought, borrowed or confirmed before the day, rather than leaving essentials to the final morning.

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What to bring

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

Furniture

Reception desk
Corporate tablesqty 12
Bistro tablesqty 8
Chairsqty 80
Bar stoolsqty 12
Tableclothsqty 20
Clothes racksqty 2
Waste binsqty 6

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 100
Wine glassesqty 80
Beer glassesqty 80
Platesqty 100
Dessert platesqty 80
Cutlery setsqty 100
Serving spoonsqty 12
Small bowlsqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Paring knivesqty 4
Pliersqty 8
Serving plattersqty 16
Serving trays with lidsqty 8
Plate racksqty 4

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 8
Wireless microphonesqty 2
Presentation clickerqty 2
Power banksqty 4
Speakersqty 2
First aid kit
Flashlightsqty 2
Toolbox
Gaffer tapeqty 4
Scissorsqty 4
Measuring tape

Decorations

Welcome sign
Direction signsqty 8
Table signsqty 20
Vasesqty 12
Artificial flowersqty 24
Company table bannersqty 12
Display standsqty 12
Name badge holdersqty 80
Name badgesqty 80
Wristbandsqty 80
Program leafletsqty 80
Conversation cardsqty 100
Pensqty 100
Clipboardsqty 12
Flip chartsqty 4
Markersqty 24
A4 insert sleevesqty 100
Notepadsqty 80
Badge lanyardsqty 80

Lighting

Standing lampsqty 6
Mood lightingqty 4
Batteriesqty 24

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 120 pieces
- Black tea - 40 bags
- Herbal tea - 40 bags
- Green tea - 40 bags
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweeteners - 100 pieces
- Lemons - 12 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Ginger ale - 3 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 72 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted nuts - 3 kilogram
- Olives - 2 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Pears - 30 pieces
- Bananas - 30 pieces
- Mini wraps - 120 pieces
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Grilled vegetables - 2 kilograms
- Cucumber - 12 pieces
- Tomatoes - 3 kilograms
- Lettuce - 8 heads
- Bell peppers - 12
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Crackers - 6 packs
- Baguettes - 10 pieces
- Bread rolls - 80 pieces
- Butter - 1 kilogram
- Vegetarian quiches - 6 pieces
- Vegan salads - 6 bowls
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 24 pieces
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Cookies - 6 packs
- Dessert sauce - 2 bottles
- Ice cubes - 12 kilograms
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Cocktail sticks - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Cleaning spray - 3 bottles
- Microfiber cloths - 12 pieces

Cleaning

Trash bins with lidsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Rubber glovesqty 6
Paper towelsqty 8

Tips

Set up one reception desk with the participant list, name badges and program brochures ready before doors open. Keep extra blank badges and at least 10% more printed materials than the confirmed registration count.
Assign one corporate table to each participating company and check their equipment requirements at least 7 days before the event. This prevents last-minute searches for power, laptops, presentation materials or additional chairs.
For the first hour, plan around 2 to 3 drinks per person, then allow 1 drink per person for each additional hour. Include coffee cups, tea glasses, water glasses and serving trays, not just the beverages.
Prepare coffee and tea in batches that cover the busiest arrival period, using thermos flasks so the reception desk is not tied to a coffee machine. Keep spare cups, small bowls and serving spoons available for catering replenishment.
Confirm dietary requirements before placing the catering order, preferably no later than 5 working days before the recruitment day. Label special meals separately and reserve enough plates, cutlery sets and dessert plates for every registered attendee, recruiter and staff member.

Frequently asked questions

What do I need for a recruitment day?: Plan for a reception desk, company tables, chairs, tablecloths, name badges, participant lists, program brochures, discussion cards, catering supplies and presentation equipment. Confirm the final attendee and recruiter count at least 5 working days beforehand so quantities can be adjusted.
How much catering should I order for a recruitment day?: Use the confirmed number of attendees, recruiters and staff as your base, then add around 10% for drinks, plates and cutlery. For drinks, allow 2 to 3 per person during the first hour and 1 per person for each hour after that.
When should I buy supplies for a recruitment day?: Buy or reserve non-perishable supplies 7 to 14 days ahead, including tableware, name badges, printed materials and equipment. Order fresh catering and special-diet meals at least 5 working days before the event.
How many tables and chairs do I need for a recruitment day?: Provide one corporate table for each participating company, plus a separate reception desk and any bistro tables or seating needed for waiting and informal conversations. Confirm the layout and chair count after registrations close, ideally 3 to 5 working days before the event.

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