Career fair checklist: what to arrange and when

A career fair depends on more than booking a room and inviting employers. You need time to confirm exhibitors, manage visitor registration, plan the stand layout and prepare practical details such as parking, catering and name badges. This checklist follows the work from the first date confirmation through event day. Use it to keep exhibitor information, presentations, printed materials and emergency contacts in one place, so late changes do not disrupt the fair.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Confirm trade show date
Compile exhibitor list
2 people
Invite exhibitors
2 people
Carry out a site visit
2 people
Plan the room layout
2 people
Process exhibitor registrations
2 people
Collect dietary requirements
Open visitor registration
Send invitations
2 people
Post on social media
Publish parking information
Send exhibitor information
Assign stand numbers
2 people
Make reservations
Order catering
Order print materials
Prepare name badges
2 people
Print visitor lists
Print maps
Print the program
Collect presentations
Confirm speakers
Schedule volunteers
2 people
Record emergency response contacts
Confirm delivery arrangements
Test the equipment
2 people
Test registration system
2 people
Check booth materials
2 people
Do the shopping
2 people
Sort printed materials
2 people
Set out the badge packs
2 people
Prepare catering
2 people
Clear the reception area
2 people
Collect stand materials
3 people
Open venue
2 people
Receive deliveries
2 people
Set up tables and chairs
4 people
Build exhibition panels
4 people
Hang up stand numbers
2 people
Set up registration desk
2 people
Set up the catering buffet
2 people
Connect the technical equipment
2 people
Set up the presentation area
3 people
Set up signage
2 people
Conduct a safety check
2 people

Event

Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Staff the registration desk
3 people
Welcome visitors
3 people
Distribute program
2 people
Staff the information desk
2 people
Facilitate presentations
2 people
Operate microphones
Serve catering
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
Guide photo moments
See exhibitors off
2 people
Guide visitor exit flow
2 people

Aftercare

Switch off the equipment
2 people
Dismantle booth materials
4 people
Put furniture back
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the room
3 people
Return materials
2 people
Call exhibitors back
Send visitor thank-you notes
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 42
Chairsqty 120
Bar stoolsqty 12
Registration desk
Information desk
Coat racksqty 4
Waste binsqty 10
Clothes hangersqty 160
Standing tablesqty 30
Booth chairsqty 60
Speaker table
Presentation chairsqty 80
Break tablesqty 8

Equipment

Laptopqty 2
Tabletsqty 4
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Mixer
Extension cordsqty 8
Power stripsqty 12
USB chargersqty 6
Power banksqty 4
Presentation clickerqty 2
Cable traysqty 20
Cable tiesqty 100
Handheld megaphone
Label printer
Payment terminal
Wi-Fi router
Fansqty 4

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12
Coffee potsqty 6
Water jugsqty 10
Thermos flasksqty 8

Kitchen

Coolersqty 6
Kettlesqty 4
Coffee machinesqty 3
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2

Decorations

Display panelsqty 30
Table skirtsqty 30
Runnerqty 2
Directional signsqty 12
Info boardsqty 8
Card holdersqty 40
Notice boardsqty 30
Flagsqty 8

Lighting

LED lampsqty 10
Light standsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Start with the date, venue and exhibitor list. Complete the site visit before finalising the room layout, because the available space determines stand numbers, visitor flow, registration desks and presentation seating.
Open visitor registration early enough to print accurate visitor lists and name badges. Set a clear closing time for dietary requirements, then give the caterer the final number rather than estimating on the morning of the fair.
Send exhibitors one information pack with their stand number, arrival and delivery arrangements, parking information, timetable and presentation deadline. This prevents repeated questions during the final week.
Test every presentation setup at least one day beforehand, including the projector, screen, speakers, wireless microphones, mixer, clicker and power connections. Bring extension cords, power strips, cable trays and cable ties so cables do not cross walkways.
Assign volunteers to specific jobs and time slots, including registration, the information desk, speaker support and room checks. Keep emergency response contacts with the event team and confirm who can handle deliveries, missing equipment and late exhibitors.

Frequently asked questions

How early should I start organising a career fair?: Start at least 12 weeks before the fair if you need to recruit several exhibitors, arrange catering and print materials. Confirm the date and venue first, then allow time for exhibitor invitations, visitor registration and a site visit.
When should exhibitors receive their stand numbers and event information?: Send stand numbers and the main exhibitor information at least 2 weeks before the event. Request final presentations, dietary requirements and delivery details no later than 5 to 7 days before opening.
How many volunteers do I need for a career fair?: Plan at least 1 volunteer for registration, 1 for the information desk and 1 person available for room and speaker support for every 100 to 150 visitors. Add cover for breaks and assign named shifts before the final week.
When should I print visitor lists, maps and name badges?: Prepare a first version 2 to 3 days before the fair, then print the final visitor lists and badges after registration closes. Keep blank badges and a label printer available for walk-ins 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.