Career fair checklist: what to arrange and when

A career fair depends on more than booking a venue and inviting employers. You need a clear date and programme, enough participating companies, organised visitor registration and a floor plan that works on the day. This checklist covers the practical sequence, from employer outreach and promotion to catering, equipment and booth setup. It also helps you avoid late jobs such as collecting dietary requirements, printing badges and confirming power, Wi-Fi and presentation equipment.

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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

Reserve venue
Set the date and program
2 people
Approach participating employers
3 people
Process employer registrations
2 people
Assign pitch locations
2 people
Send invitations
2 people
Post promotion on social media
Distribute posters
2 people
Process visitor registrations
2 people
Collect dietary requirements
Book catering
Reserve equipment
Create floor plan
2 people
Collect employer information
2 people
Publish the program online
Order badges and wristbands
Design signage
2 people
Prepare name badges
2 people
Remind employers
Do the shopping
2 people
Bring materials to the venue
3 people
Check the venue
2 people
Set up tables and chairs
4 people
Mark employer booths
3 people
Distribute stand materials
3 people
Set up registration desk
2 people
Set up the catering area
2 people
Set up the presentation area
3 people
Hang up signage
2 people
Hang up decorations
2 people
Set up the presentation equipment
2 people
Test Wi-Fi and power
2 people
Prepare coffee and tea
2 people
Set out sandwiches and fruit
3 people
Prepare registration materials
2 people

Event

Receive employers
3 people
Register visitors
4 people
Explain the program
2 people
Direct visitors to booths
3 people
Announce presentations
Facilitate presentations
2 people
Serve catering
3 people
Refill drinks
2 people
Maintain coffee station
Collect waste
2 people
Check toilets
Answer booth questions
2 people
Take photos
See off the last visitors
2 people
Check out employers
2 people

Aftercare

Switch off the equipment
2 people
Dismantle employer booths
4 people
Clear tables and chairs
4 people
Pack leftover catering
2 people
Dispose of waste
3 people
Clean the venue
3 people
Remove signage
2 people
Return materials
3 people
Return rented equipment
2 people
Register lost and found items
Archive attendance list
Send thank-you messages
2 people
Share photos with participants
Check invoices

What to bring

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

Furniture

Tablesqty 30
Chairsqty 80
High tablesqty 10
Registration desk
Stoolsqty 12
Waste binsqty 8

Equipment

Laptopsqty 4
Tabletsqty 4
Projector
Projection screen
Laptop speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 12
Charging cablesqty 10
Wi-Fi router
Power banksqty 4
Gaffer tapeqty 4
Scissorsqty 6
Staplersqty 4
Cable tiesqty 100

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 8
Water jugsqty 8
Serving plattersqty 12
Serving tongsqty 8

Decorations

Backdropsqty 20
Tableclothsqty 30
Company name signsqty 25
Directional signsqty 20
Program postersqty 12
Roll-up bannersqty 4
Flagsqty 8
Balloon archesqty 2
Table décorqty 20
Presentation board

Registration

Name badgesqty 300
Badgesqty 300
Wristbandsqty 300
Registration formsqty 300
Clipboardsqty 10
Pensqty 50
Clipboardsqty 10
Wristband holdersqty 4

Office

A4 paperqty 5
Markersqty 20
Tapeqty 8
Sticky tackqty 6
Notepadsqty 30
Envelopesqty 50

Cleaning

Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Lighting

LED lampsqty 12
String lightsqty 4
Standing lampsqty 4

Catering

Groceries

Tips

Set the date and programme before approaching employers, then allow several weeks for registrations and follow-up reminders. Employers need the schedule and pitch locations early enough to prepare their stand materials.
Create the floor plan before assigning booths. Check that tables, chairs, high tables, the registration desk and waste bins fit without blocking visitor flow or access to power points.
Close visitor registration with enough time to collect dietary requirements and book catering accurately. Confirm the final numbers before buying or preparing cups, plates, cutlery and serving equipment.
Test every presentation and registration device at the venue, including laptops, tablets, the projector, microphones, speakers, Wi-Fi router and charging cables. Bring extension cords, power strips, cable ties and gaffer tape rather than trying to solve cable problems during opening hours.
Prepare badges, wristbands, signage and employer information before setup day. Mark each booth on the floor, place the stand materials and keep scissors, staplers and spare supplies at the registration desk.

Frequently asked questions

How far in advance should I organise a career fair?: Start venue and date planning at least 8 to 12 weeks before the fair. Use that time to recruit employers, open visitor registration, publish the programme and confirm catering and equipment.
How many employers should I invite to a career fair?: Invite more employers than your target number because some will decline or cancel. Finalise the participating employers before assigning pitch locations and publishing the floor plan.
When should visitor registration close for a career fair?: Close registration at least 3 to 5 days before the event if catering depends on the numbers. Keep a short process for late registrations, but print badges and confirm dietary requirements from the main list beforehand.
What equipment do I need for a career fair?: Plan for registration devices, presentation equipment and reliable power: laptops or tablets, a projector and screen, microphones, speakers, a Wi-Fi router, extension cords, power strips and charging cables. Test everything at the venue before employers 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.