What you need for a recruitment fair

A recruitment fair needs more than tables and printed badges. You are setting up a reception area, employer stands, presentation space, catering service and registration point, often in the same venue. Use your final attendee and exhibitor numbers to calculate quantities, then add a small buffer for last-minute registrations and damaged materials. The items below cover the practical setup, serving equipment, presentation technology and kitchen supplies that are easy to overlook until the day itself.

Use this plan

What to bring

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

Furniture

Reception tablesqty 2
Beer tablesqty 12
High tablesqty 10
Chairsqty 120
Table skirtsqty 12
Clothes racksqty 4
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving plattersqty 20

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 2
Presentation clickersqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Induction platesqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 10
Pliersqty 8
Measuring cupsqty 2
Thermos flasksqty 6
Coolersqty 4

Decorations

Company table bannersqty 20
Welcome banner
Plant decorationqty 12
Table décorqty 20
Directional signsqty 12
Program boardsqty 6

Lighting

LED lampsqty 8
Standing lampsqty 4

Catering

Name badge holdersqty 150
Napkin holdersqty 12
Water dispensersqty 4
Coffee potsqty 4
Buffet risersqty 12
Diet labelsqty 30
Menu holdersqty 12
Groceries
- Coffee beans - 4 kg
- Decaf coffee - 1 kg
- Black tea - 200 bags
- Green tea - 100 bags
- Herbal tea - 100 bags
- Sugar sticks - 500 pieces
- Sweeteners - 250 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 500 ml
- Cocoa powder - 500 gram
- Lemons - 3 kg
- Spa Blue - 12 crates
- Spa Red - 6 crates
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 6 crates
- Pilsener beer - 8 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free sparkling wine - 6 bottles
- Ice cubes - 20 kg
- Mini croissants - 150 pieces
- Mini chocolate rolls - 150 pieces
- Wholemeal rolls - 120 pieces
- White rolls - 120 pieces
- Mini wraps - 150 pieces
- Cream cheese - 3 kg
- Young cheese - 4 kg
- Aged cheese - 3 kg
- Turkey breast - 3 kg
- Ham - 3 kg
- Hummus - 3 kg
- Avocado spread - 2 kg
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 4 kg
- Tomatoes - 4 kg
- Lettuce - 2 kg
- Bell peppers - 3 kg
- Arugula - 1 kg
- Carrots - 3 kg
- Grapes - 5 kg
- Apples - 120 pieces
- Bananas - 80 pieces
- Mandarins - 80 pieces
- Berry mix - 3 kg
- Mini muffins - 150 pieces
- Mini brownies - 150 pieces
- Oat bars - 150 pieces
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Snacks - 8 bags
- Unsalted nuts - 3 kg
- Rice crackers - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Pesto - 4 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 300 pieces
- Stirrers - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Hand sanitizer - 10 bottles
- Liquid hand soap - 6 bottles
- Paper towels - 12 packs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Diet labels - 100 pieces
- Takeaway coffee cups - 200 pieces
- Water cups - 300 pieces

Cleaning

Mop setsqty 2
Bucketsqty 3
Broom setsqty 2
Dustpan and brushqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20
Hand soap dispensersqty 6
Towel dispensersqty 6

Office

Clipboardsqty 12
Pensqty 100
Markersqty 24
Rolls of tapeqty 8
Notepadsqty 100
A4 foldersqty 20
Staplersqty 4
Scissorsqty 6
Cable tiesqty 100
Duct tapeqty 4
Labelsqty 200
Table number cardsqty 20

Tips

Plan one reception table for check-in and one clearly marked table for name badges, participant lists and programme information. Print about 5–10% more badges and lists than the confirmed registration total.
Allow one employer stand per confirmed exhibitor, plus at least 10% spare table space if the floor plan permits. Reserve table skirts, chairs and a nearby waste bin for each stand before the delivery deadline.
For coffee and water service, provide at least one cup or glass per guest per service round, then add 10–15% extra. If catering runs for several hours, check that coffee machines, kettles or hot drink urns can be refilled without interrupting registration.
Test every presentation item at the venue at least 24 hours before opening. Bring compatible extension cords, power strips, a presentation clicker and a backup laptop; wireless microphones also need fresh batteries and a sound check.
Separate catering preparation from visitor traffic. Count plates, cutlery sets and serving platters for the full guest total, and arrange coolers, cutting boards and chef’s knives before food delivery rather than during the first registration rush.

Frequently asked questions

How many tables do I need for a recruitment fair?: Start with one reception table, one table for badges and information, and one stand table per confirmed employer. Add high or beer tables for networking, based on the number of guests and the room’s floor plan, with roughly 10% spare capacity where possible.
How many name badges should I print for a recruitment fair?: Print one badge for every registered participant, employer, speaker and volunteer, then add 5–10% extra. Finalise the list 24 hours before the fair so late registrations and spelling corrections can still be included.
How much coffee and tableware do I need for a recruitment fair?: Use the confirmed attendance figure as your base: prepare at least one cup, glass, plate and cutlery set per guest for each planned service where items are not washed and reused. Add 10–15% spare tableware and confirm the catering quantities no later than 3–5 days before the event.
When should I test the projector and microphones?: Test the laptop, projector, screen, speakers and wireless microphones at the venue at least 24 hours before doors open. Allow 30–60 minutes for the technical check, including cable connections, presentation files, microphone levels and charging stations.

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.