Green jobs fair checklist

A green jobs fair needs more than employers and a room. You have to match vacancies to the right participants, build a useful programme, and make it easy for visitors to find the right table or workshop. This checklist covers the full run-up, from confirming the date and location to briefing volunteers and testing projectors, microphones and laptops. Use the sequence to avoid late employer confirmations, missing accessibility information and registration-desk delays on the day.

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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

Confirm date and location
2 people
Define the participant profile
2 people
Approach employers
3 people
Collect vacancy details
2 people
Confirm workshop leaders
2 people
Compile program
2 people
Create a registration form
Send invitations
2 people
Post promotion online
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Confirm employers
2 people
Collect workshop materials
2 people
Create floor plan
2 people
Assign pitch locations
2 people
Order catering
2 people
Order drinks
Test the equipment
2 people
Collect presentations
2 people
Print name badges
Print participant list
Share route and accessibility information
Brief volunteers
2 people
Prepare materials
3 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Welcome exhibitors
3 people
Set up tables
4 people
Set up chairs
4 people
Place sign boards
3 people
Set up registration desk
2 people
Set up workshop rooms
3 people
Set up presentations
2 people
Set up coffee station
2 people
Unload catering
3 people
Test sound and projection
2 people
Staff the welcome desk
2 people
Register visitors
3 people
Explain the program
Host the opening
2 people
Guide the exhibitors
2 people
Inform visitors
3 people
Guide the CV check
2 people
Lead the workshops
3 people
Announce the speakers
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Separate waste
2 people
Check toilets
Take photos
Collect contact details
2 people
Announce the final round
Wave goodbye to visitors
3 people
Check out exhibitors
2 people

Aftercare

Switch off the equipment
2 people
Clear catering
3 people
Wash dishes
2 people
Collect waste
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Send a thank-you gift to participants
2 people
Send a thank-you gift to employers
2 people
Archive photos and files
Forward contact requests
2 people
Collect expenses

What to bring

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

Furniture

Tablesqty 24
Chairsqty 120
Folding chairsqty 20
Registration desk
Bar stoolsqty 8
Clothes racksqty 4
Waste binsqty 12
Coat racksqty 4

Equipment

Laptopsqty 6
Projectorsqty 2
Projection screensqty 2
Laptop speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 3
HDMI cablesqty 4
USB sticksqty 6
WiFi hotspotsqty 2

Tableware

Reusable coffee cupsqty 150
Reusable drinking glassesqty 150
Reusable platesqty 150
Reusable cutleryqty 150
Serving plattersqty 12
Coffee potsqty 6
Water jugsqty 8
Serving spoonsqty 12

Kitchen

Kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Towelsqty 12

Decorations

Stand signsqty 30
Program postersqty 20
Directional signsqty 12
Green flagsqty 8
Tablecloth setsqty 24
Name badge holdersqty 40
Plant decorationsqty 12
Chalkboardsqty 8

Catering

Groceries

Paper goods

Participant badgesqty 300
Employer badgesqty 60
Volunteer badgesqty 20
Program flyersqty 400
Floor plansqty 350
Notepadsqty 250
Pensqty 300
Evaluation formsqty 250
A4 paperqty 5
Envelopesqty 100
Plastic-free keycordsqty 350
Name stickersqty 400
Clipboard foldersqty 20
Bindersqty 20
Information cardsqty 500
Color markersqty 12
Whiteboard markersqty 24
Paper tapeqty 12
Duct tapeqty 6
Scissorsqty 8
Staplersqty 4
Staplesqty 8
Paper clipsqty 4
Clipboard boardsqty 20

Cleaning

Broomsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4
Rubber glovesqty 12
Litter pickersqty 4

Lighting

LED string lightsqty 8
LED floor lampsqty 6
Battery lanternsqty 8

Safety

First aid kitsqty 2
Flashlightsqty 6
Safety vestsqty 12
Cable matsqty 12
Non-slip matsqty 8

Transport

Transport cratesqty 20
Hand trucksqty 2
Roll containersqty 4

Tips

Start employer outreach as soon as the date and location are fixed. Ask each employer for confirmed vacancy details, contact information and any workshop contribution before you publish the programme.
Create the registration form before sending invitations, including dietary requirements and accessibility needs. Close registrations early enough to print the participant list and name badges without a last-minute rush.
Draw the floor plan before assigning pitch locations. Leave clear routes between tables, the registration desk, workshop seating and catering, and check that coat racks, clothes racks and waste bins do not narrow the walkways.
Test every presentation setup before doors open: laptops, projectors, screens, speakers, wireless microphones, HDMI cables and extension leads. Bring USB sticks and a WiFi hotspot as backups if the venue connection or files fail.
Order catering and drinks only after registration numbers and dietary requirements have been reviewed. Plan reusable cups, glasses, plates and cutlery, then brief volunteers on replenishing water jugs, coffee pots and thermos flasks during the programme.

Frequently asked questions

How far in advance should I organise a green jobs fair?: Start at least 8 to 12 weeks before the event. Employers, workshop leaders and promotion need time to confirm, while registrations, dietary requirements, printing and room planning happen closer to the date.
When should employers confirm their green job vacancies?: Set a firm deadline 3 to 4 weeks before the fair. This gives you time to collect complete vacancy details, compile the programme, assign pitch locations and publish accurate information to participants.
When should I close registration for a green jobs fair?: Close registration around 5 to 7 days before the event if you need a printed participant list and name badges. Keep a small capacity buffer for late changes and confirm dietary or accessibility requests before ordering catering.
What equipment do I need for a green jobs fair?: Allow for one laptop and presentation connection per active workshop space, plus a projector, screen, speakers and microphone where needed. Check all cables, power strips and extension cords at least 1 day before the fair, and prepare USB sticks for backup files.

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.