What You Need for a Recruitment Fair

A recruitment fair needs more than tables and company posters. You need a clear registration point, enough badges and pens, visible directions, working presentation equipment and reliable power for every exhibitor. Use the shopping list below to prepare the venue for visitors, participating companies and speakers. Check quantities against your expected visitor count and the number of company stands at least two weeks before the fair, so missing equipment can still be ordered.

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What to bring

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

Furniture

Tablesqty 28
Chairsqty 180
Bar stoolsqty 12
Registration deskqty 2
Stoolsqty 8
Display wallsqty 40
Clothes racksqty 4

Equipment

Laptopsqty 5
Tabletsqty 4
Projector
Projection screen
Laptop speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 16
Chargersqty 10
Power banksqty 4
Wi-Fi boostersqty 2

Registration

Badge holdersqty 220
Badge holders with lanyardqty 220
Pensqty 40
Clipboardsqty 10
Visitor formsqty 250
Registration formsqty 250
Name stickersqty 250
Cash register case

Decorations

Company postersqty 25
Direction signsqty 12
Program postersqty 8
Tableclothsqty 30
Banner standsqty 6
Flagsqty 8
Plantsqty 12

Lighting

LED lampsqty 12
Light standsqty 6
Battery lampsqty 8

Tableware

Coffee cupsqty 220
Glassesqty 220
Mugsqty 80
Platesqty 220
Cutlery setsqty 220
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Small bowlsqty 20

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop setqty 2
Cleaning cartsqty 2

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea bags - 250 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lactose-free milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Flat mineral water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 3 kilogram
- Fresh mint - 6 bunches
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Snack cucumbers - 4 kilograms
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Bell pepper strips - 3 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus wraps - 80 pieces
- Mini sandwiches - 180 pieces
- Vegetarian wraps - 80 pieces
- Vegan rolls - 40 pieces
- Gluten-free rolls - 20 pieces
- Mini quiches - 150 pieces
- Falafel balls - 150 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted pretzels - 6 bags
- Mixed nuts - 4 kilograms
- Rice cakes - 6 packs
- Cookies - 8 packs
- Vegan cookies - 4 packs
- Gluten-free cookies - 3 packs
- Brownies - 120 pieces
- Muffins - 120 pieces
- Napkins - 1000 pieces
- Paper cups - 300 pieces
- Wooden stirrers - 500 pieces
- Paper straws - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Blue trash bags - 50 pieces
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer gel - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Cleaning sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Rubber gloves - 12 pairs
- Paper towels - 12 packs

Tips

Prepare one badge holder or lanyard for every expected visitor, plus at least 10% extra for walk-ins, damaged badges and last-minute registrations. Keep name stickers available for visitors whose details change on the day.
Plan one registration desk, two chairs and at least two pens for every registration station. Add clipboards and printed visitor forms so registration continues if a laptop or tablet stops working.
Allow one table, two chairs and a tablecloth for each participating company unless its stand design needs more space. Provide display walls or company posters where employers need a visible backdrop.
Count power points before the event and bring at least one extension cord and power strip for each group of nearby laptops, projectors or charging stations. Label chargers and cables to prevent equipment being left behind.
Put direction signs at the entrance, registration desk, presentation area and main crossings. Print program posters and keep a few spare copies ready for visitors who miss the digital schedule.

Frequently asked questions

How many name badges do I need for a recruitment fair?: Prepare one badge holder or lanyard per registered visitor and add 10% extra. For 200 registered visitors, prepare at least 220 badges, plus name stickers for replacements and walk-in registrations.
How many tables do I need for a recruitment fair?: Start with one table per participating company, then add separate tables for registration, refreshments and presentation materials. If 25 companies attend, plan for at least 25 exhibitor tables and one registration desk.
What equipment is needed for recruitment fair presentations?: For each presentation area, check that you have a laptop, projector, projection screen, speakers and microphones where needed. Test the full setup at least 24 hours before opening, including extension cords, power strips and chargers.
When should I order printed materials for a recruitment fair?: Order badges, visitor forms, registration forms, direction signs and program posters at least 10 working days before the event. Finalise company names, logos and presentation details before sending the files to print.

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