Career Day planning checklist

A Career Day only runs smoothly when the program, rooms and people are coordinated before setup begins. Set the date and schedule first, then confirm professionals, speakers and workshop assignments before sending invitations. Registration details, dietary requirements, transport information and presentation materials need their own deadlines. On the day, allow time to check projectors, microphones, cables and laptops in every room, and set up registration before participants arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Allocate rooms and spaces
2 people
Invite professionals
2 people
Confirm guest speakers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Provide transport and parking information
Request presentations
Check equipment in each room
2 people
Book catering
Prepare name badges
2 people
Print the program
2 people
Make route signs
Create attendance lists
Assign workshops
2 people
Schedule volunteers
2 people
Print security instructions
Collect presentation materials
2 people
Order groceries
Clear the catering area
2 people
Bring materials to school
3 people
Lay out name badges
2 people
Set up the registration table
2 people
Set up tables
4 people
Set up chairs
4 people
Prepare workshop materials
3 people
Load presentations onto laptops
2 people
Test the projector and screen
2 people
Test microphones
2 people
Set up career booths
4 people
Hang decorations
3 people
Hang up route signs
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Unpack snacks
2 people
Conduct a safety check
2 people
Brief the reception team
3 people

Event

Register guests
3 people
Hand out name badges
2 people
Hand out programs
2 people
Guide guests to the rooms
4 people
Deliver the opening presentation
2 people
Announce the speakers
Lead the workshops
8 people
Moderate the Q&A
3 people
Guide visitor flow
4 people
Operate technical equipment during presentations
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks
3 people
Collect used glasses
2 people
Announce evening program
Guide the career fair
6 people
Hand out information materials
2 people
Facilitate small group discussions
6 people
Restock break snacks
2 people
Collect final questions
2 people
Deliver the closing presentation
2 people
Give speakers thank-you gifts
2 people
Guide visitors to the exit
3 people
Empty trash bins
2 people

Aftercare

Clean up catering
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Switch off the equipment
2 people
Clean the rooms
4 people
Collect lost and found items
Inventory materials
2 people
Return borrowed items
2 people
Store leftover food
2 people
Archive attendance data
Send thank-you messages
Share photos with participants

What to bring

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

Furniture

Tablesqty 18
Chairsqty 140
Registration desk
High tablesqty 8
Coat racksqty 4
Waste binsqty 10

Equipment

Projectorsqty 4
Projection screensqty 4
Laptopsqty 5
HDMI cablesqty 6
HDMI adaptersqty 6
Extension cordsqty 8
Power stripsqty 8
Wireless microphonesqty 2
Microphone standsqty 2
Portable speakersqty 2
Presentation clickersqty 4
USB sticksqty 6
Charging stationsqty 2

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 160
Dessert platesqty 160
Knivesqty 160
Forksqty 160
Spoonsqty 100
Serving plattersqty 16
Pouring jugsqty 10
Coffee potqty 4
Teapotsqty 4

Kitchen

Coolersqty 6
Ice packsqty 24
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 12
Storage boxesqty 12
Aluminum foilqty 2
Cling filmqty 2

Decorations

Tableclothsqty 18
Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Name badge holdersqty 150
Directional signsqty 20
Information boardsqty 12
Table displaysqty 20
Clipboardsqty 12
Name stickersqty 180
Markersqty 24
Pensqty 100
Tapeqty 8
Double-sided tapeqty 6
Ropeqty 2

Catering

Groceries

Tips

Set the date, timetable and room allocation before inviting professionals. Assign each workshop to a specific room and leave at least 15 minutes between sessions for movement and technical resets.
Ask speakers for their presentations and equipment needs at least 7 days before Career Day. Test every projector, screen, laptop, HDMI adapter and microphone in the room where it will be used.
Close registrations 3 to 5 days before the event so you can prepare attendance lists, name badges, workshop groups and dietary information. Send transport and parking details with the final confirmation.
Schedule volunteers in shifts of 2 to 3 hours rather than covering the whole day with one person. Have one person at the registration desk before opening and assign others to route signs, rooms and speaker support.
Set up the registration table, name badges, signs, tables and catering area before participants arrive. Keep spare HDMI cables, extension cords, power strips and presentation files on a USB stick in a central support area.

Frequently asked questions

How far in advance should you start planning a Career Day?: Start planning at least 8 to 12 weeks before the event. Set the date and program first, then confirm professionals, rooms, catering and equipment before sending invitations.
When should Career Day invitations be sent?: Send invitations 4 to 6 weeks before Career Day, once the main program and speakers are confirmed. Set a registration deadline 3 to 5 days before the event.
How many volunteers do you need for a Career Day?: Plan for at least 1 registration volunteer plus 1 room or support volunteer for every 2 to 3 active rooms. Use 2- to 3-hour shifts so coverage continues throughout the day.
When should Career Day equipment be tested?: Test projectors, screens, laptops, HDMI connections, microphones and speakers 1 to 2 days before the event. Repeat a quick room check on the morning itself before participants enter.

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.