What you need for a recruitment meeting

A recruitment meeting needs more than coffee and chairs. You will need a clear reception setup, supplies for serving drinks and food, and reliable presentation equipment for vacancy information and speakers. Name badges, directional signs and vacancy folders are easy to arrange too late, especially when several employers or candidate groups attend. Use this checklist to buy or collect the essentials before the meeting, then reserve time to chill drinks, test equipment and set up the room.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Bar stoolsqty 6
Clothes racksqty 2

Tableware

Glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving boardsqty 8
Small bowlsqty 12

Equipment

Projector
Projection screen
Laptop
Presentation clicker
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 8

Decorations

Name badgesqty 70
Tableclothsqty 8
Directional signsqty 10
Postersqty 12
Flip chart sheetsqty 30
Markersqty 3

Cleaning

Waste binsqty 6
Trash bag holdersqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 3 bags
- Olives - 3 jars
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mini wraps - 100 pieces
- Wholemeal bread - 6 loaves
- White rolls - 50 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Chicken breast slices - 1.5 kilos
- Eggs - 30 pieces
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Napkins - 200 pieces
- Coffee filters - 1 pack
- Cocktail picks - 1 pack
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Cleaning sponges - 2 packs
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 4 packs

Tips

Plan drinks for the full meeting, not just arrival. As a working guide, allow 2–3 drinks per person during the first hour, plus coffee, tea and water for the remaining program.
Prepare one name badge for every registered attendee, speaker and organiser, plus at least 10% extra. Keep blank badges and pens at the registration desk for last-minute changes.
Check presentation equipment at least 24 hours beforehand. Test the laptop, projector, screen, clicker, microphone, speakers, extension cords and power strips together in the actual room.
Order or buy serving supplies based on your headcount: one glass, coffee cup, plate and cutlery set per person, plus roughly 10% extra for breakage, late arrivals and simultaneous use.
Put directional signs up before doors open and keep vacancy folders at the reception desk. Print or prepare these materials at least one working day before the meeting so missing information can still be corrected.

Frequently asked questions

What should I buy for a recruitment meeting?: Buy or collect drinks, coffee and tea supplies, serving items, name badges, table coverings, directional signs and materials for vacancy folders. Also confirm access to the projector, laptop, screen, microphone, speakers and power equipment at least 24 hours before the meeting.
How many glasses and coffee cups do I need per person?: Start with one glass and one coffee cup per attendee, then add about 10% extra. For 50 people, that means at least 55 glasses and 55 coffee cups, with more if drinks and coffee are served at the same time.
How many name badges should I prepare for a recruitment meeting?: Prepare one badge for every registered attendee, speaker and organiser, plus 10% extra. For 60 expected people, prepare at least 66 badges and keep blank spares available for walk-ins or spelling corrections.
When should I test the equipment for a recruitment meeting?: Test the full setup at least 24 hours before the meeting, including the laptop, projector, screen, clicker, microphone, speakers and power strips. Repeat a short sound and presentation check 30–60 minutes before guests arrive.

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.