What you need for a Student-Employer Day

A Student-Employer Day needs more than booths and coffee. You will need furniture for employer conversations, reliable presentation equipment, registration materials and enough tableware for breaks and catering. Plan separate supplies for the main event area and workshop rooms, then check every cable, charger and power point before shopping. This list helps you see what to buy, borrow or bring so employers and students can move through the day without delays.

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What to bring

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

Furniture

Tablesqty 12
Bistro tablesqty 8
Chairsqty 110
High tablesqty 10
Coat racksqty 2
Stoolsqty 20
Waste binsqty 8
Clothes hangersqty 120
Tableclothsqty 20

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Presentation clickersqty 2
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Mobile chargersqty 6
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 3

Tableware

Glassesqty 140
Coffee cupsqty 100
Platesqty 140
Forksqty 140
Knivesqty 140
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12
Bowlsqty 20

Kitchen

Thermos flasksqty 6
Coffee filtersqty 150
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Measuring cupsqty 3
Ice packsqty 20
Serving tablesqty 4

Decorations

Company bannersqty 12
Name card holdersqty 30
Flower arrangementsqty 8
Table décorqty 20
Balloonsqty 100
Balloon ribbonqty 2
Sticky tackqty 6
Adhesive tapeqty 8
Directional signsqty 12
Program boardsqty 4
Chalkboardsqty 4
Chalk markersqty 8

Paper goods

Name badgesqty 120
Badge holdersqty 120
Program leafletsqty 130
Participant listsqty 10
Notepadsqty 120
Ballpoint pensqty 150
Evaluation formsqty 100
Name stickersqty 150
A4 paperqty 2
Markersqty 12

Lighting

LED light stringsqty 6
LED table lampsqty 10

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Soy milk - 2 liters
- Coffee creamer - 2 bottles
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Tonic - 4 liters
- Ginger beer - 4 liters
- Sparkling mineral water - 20 liters
- Still mineral water - 24 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 72 bottles
- White wine - 10 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Coins - 8 bunches
- Ice cubes - 15 kilos
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- Wraps - 100 pieces
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Hummus - 3 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Back ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Smoked salmon - 1 kilo
- Falafel - 3 kilos
- Egg - 60 pieces
- Chickpeas - 8 cans
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Cucumbers - 15 pieces
- Tomatoes - 5 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 3 kilos
- Red onion - 1 kilo
- Carrots - 2 kilo
- Avocados - 20 pieces
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Olives - 2 kilos
- Pickles - 2 jars
- Sun-dried tomatoes - 2 jars
- Walnuts - 1 kilo
- Cashews - 1 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted pretzels - 8 bags
- Rice crackers - 8 packs
- Crackers - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Aioli - 3 jars
- Salsa sauce - 4 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic - 6 bulbs
- Lemon pepper - 1 jar
- Mini quiches - 120 pieces
- Vegetable spring rolls - 120 pieces
- Bitterballen - 160 pieces
- Vegan bitterballen - 80 pieces
- Mini pizzas - 100 pieces
- Brownies - 100 pieces
- Cookies - 8 packs
- Vegan cookies - 4 packs
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan cheese - 1 kilo
- Vegan toppings - 1 kilo
- Disposable napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 4 bottles

Tips

Plan one employer table and at least two chairs for each participating company, then add high tables or stools if conversations will take place in an open networking area.
Count one laptop, projector, projection screen and presentation clicker for every workshop room that runs at the same time. Bring one HDMI cable, extension cord and power strip per setup, plus at least one spare cable.
Prepare name badges and printed programmes for the confirmed participant list, with extra copies for walk-ins and damaged badges. A practical buffer is 10% above the confirmed number.
For coffee breaks, count one cup and one glass per person per service, then add at least 10% extra. Match the number of coffee machines, kettles, coolers and serving spoons to the catering setup rather than placing everything in one room.
Arrange coat racks, hangers and waste bins before doors open, and label them with clear signage. Check these items during the final stock check, no later than the day before the event.

Frequently asked questions

What furniture do I need for a Student-Employer Day?: Allow one employer table and two chairs per company, then add seating for registration and workshop rooms. For networking, plan one high table for every 8 to 10 people and provide coat racks near the entrance.
How many name badges and programmes should I print?: Print one badge and one programme for every confirmed participant, employer and volunteer, plus 10% extra. Finish printing at least 1 day before the event so last-minute registration changes can be handled.
How much tableware do I need for the catering?: Provide one coffee cup, glass, plate, fork, knife and spoon per person per service, with 10% extra for replacements. Count serving spoons separately for each buffet or catering station.
How do I prepare AV equipment for the workshops?: For each workshop running at the same time, prepare one laptop, projector, screen and clicker, with one HDMI cable, extension cord and power strip. Test every room at least 2 hours before participants arrive and keep spare mobile chargers available.

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