Career fair checklist: what to arrange and when

A career fair depends on more than inviting companies and putting out tables. You need a clear programme, confirmed exhibitors, accurate visitor information and a workable booth layout. This checklist helps you organise those parts in sequence, from setting the date and opening registration to preparing badges, folders, catering and drinks. It also covers details that are often left until the last day, such as company logos, dietary requirements, power connections and directional signs.

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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
Contact participating companies
2 people
Create a registration form for companies
Send invitations
2 people
Open visitor registration
Process registrations
2 people
Collect company information
2 people
Collect dietary requirements
Collect company logos
Create a stand map
2 people
Assign stand numbers
Share parking information
Publish the program
Send confirmations to companies
Book catering
Determine beverage stock
Prepare printed materials
2 people
Make name badges
2 people
Print visitor list
Assemble information folders
3 people
Check booth materials
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Prepare reception area
2 people
Bring materials to the venue
4 people
Open venue
2 people
Set out pitches
3 people
Set up tables and chairs
5 people
Decorate the stands
6 people
Hang up signage
2 people
Set up registration desk
2 people
Lay out the information materials
2 people
Set up the coffee and tea station
2 people
Display snacks
2 people
Test equipment and power
2 people

Event

Welcome companies
3 people
Staff the registration desk
3 people
Welcome visitors
3 people
Hand out name badges
2 people
Direct visitors to booths
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Empty trash bins
2 people
Check toilets
Check stock
Support companies
2 people
Announce the end of the market
Wave goodbye to visitors
3 people
Check out companies
2 people

Aftercare

Collect stand materials
5 people
Dismantle tables and chairs
5 people
Remove decorations
3 people
Collect tableware
3 people
Wash dishes
2 people
Sort and remove waste
3 people
Clean the room
3 people
Return materials
4 people
Empty coolers
2 people
Store leftover stock
2 people
Return borrowed items
2 people
Register lost and found items
Thank the companies
Follow up with visitors

What to bring

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

Furniture

High tablesqty 8
Trade fair tablesqty 24
Chairsqty 80
Registration desk
Bar stoolsqty 16
Clothes racksqty 4
Tableclothsqty 32
Waste binsqty 8

Equipment

Laptopqty 2
Tabletsqty 3
Presentation screensqty 4
Display cablesqty 8
Extension cordsqty 12
Power stripsqty 12
Power banksqty 6
Wireless microphone
Compact speakerqty 2
Charging stationsqty 2

Lighting

LED lampsqty 8
String lightsqty 6

Decorations

Backdropsqty 12
Buntingqty 8
Balloon bundlesqty 12
Plant decorationqty 12
Directional signsqty 12
Welcome sign
Program postersqty 8
Booth numbersqty 24
Company name signsqty 24

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 8
Food warmersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Food containersqty 12
Water jugsqty 8
Ice cube traysqty 6
Bottle openersqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 24
Hand soap dispensersqty 4
Paper towel dispensersqty 4
Toilet paper holdersqty 4

Catering

Groceries

Registration

Name badgesqty 250
Badge holdersqty 250
Lanyardsqty 250
Pensqty 30
Clipboardsqty 6
Visitor formsqty 300
Wristbandsqty 250

Print materials

Information foldersqty 250
Floor plansqty 300
Program flyersqty 300
A4 paperqty 2
Printer
Printer toner cartridgesqty 4

Office

Tapeqty 12
Painter's tapeqty 12
Scissorsqty 8
Utility knifeqty 4
Ropeqty 4
Cable tiesqty 200
Whiteboard markersqty 12
Notepadsqty 24
Markersqty 12

Safety

Flashlightsqty 4
Work glovesqty 8
Cable matsqty 12
Non-slip matsqty 12

Transport

Transport cartsqty 3
Storage cratesqty 20
Roll containersqty 4

Tips

Set the date and programme before contacting companies. Give participating companies a firm registration deadline so you still have time to assign booth numbers, collect logos and publish an accurate stand map.
Open visitor registration only after the basic event details are fixed. Use the form to collect dietary requirements, then print the visitor list and prepare name badges and information folders before the event day.
Confirm every company after processing registrations. Send its booth number, stand location, parking information and arrival instructions together; otherwise exhibitors may arrive without knowing where to unload or set up.
Check the venue layout against the equipment list at least one week before the fair. Count tables, chairs, power strips, extension cords, screens, display cables and charging stations rather than assuming the venue supplies them.
Prepare drinks and catering in timed stages: shop after the final headcount, chill drinks on the day before where possible, and set out coffee cups, waste bins and catering before exhibitors and visitors arrive.

Frequently asked questions

How far in advance should I organise a career fair?: Start planning at least 8 to 12 weeks before the event. Contact companies early, allow 2 to 3 weeks for registrations, and keep the final week for confirmations, printing, shopping and venue checks.
When should companies register for a career fair?: Set the company registration deadline about 3 to 4 weeks before the fair. This leaves enough time to collect company information and logos, assign booth numbers, create the stand map and send confirmations.
How many career fair booths fit in the venue?: Measure the available floor area before assigning booths and leave clear routes between them. Allow space for the registration desk, visitor movement, chairs, waste bins and power access; final capacity depends on the table dimensions and venue rules.
When should I print career fair badges and materials?: Print the visitor list, name badges, programme posters and information folders 2 to 3 days before the event, after registration closes. Keep a small batch of blank badges for late registrations and spelling corrections.

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.