How to organise a career fair from first booking to event day

A career fair depends on more than inviting employers and visitors. Start by fixing the venue, date and programme, then build the employer list, registration process and floor plan around the space available. Employers need clear deadlines for their information, pitch locations and presentation needs. Visitors need a simple registration route and an up-to-date online programme. The final week is mainly about checking details, preparing badges and signage, and making sure the venue, power and equipment are ready.

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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

1
Reserve venue
2
Set the date and program
2 people
3
Approach participating employers
3 people
4
Process employer registrations
2 people
5
Assign pitch locations
2 people
6
Send invitations
2 people
7
Post promotion on social media
8
Distribute posters
2 people
9
Process visitor registrations
2 people
10
Collect dietary requirements
11
Book catering
12
Reserve equipment
13
Create floor plan
2 people
14
Collect employer information
2 people
15
Publish the program online
16
Order badges and wristbands
17
Design signage
2 people
18
Prepare name badges
2 people
19
Remind employers
20
Do the shopping
2 people
21
Bring materials to the venue
3 people
22
Check the venue
2 people
23
Set up tables and chairs
4 people
24
Mark employer booths
3 people
25
Distribute stand materials
3 people
26
Set up registration desk
2 people
27
Set up the catering area
2 people
28
Set up the presentation area
3 people
29
Hang up signage
2 people
30
Hang up decorations
2 people
31
Set up the presentation equipment
2 people
32
Test Wi-Fi and power
2 people
33
Prepare coffee and tea
2 people
34
Set out sandwiches and fruit
3 people
35
Prepare registration materials
2 people

Event

36
Receive employers
3 people
37
Register visitors
4 people
38
Explain the program
2 people
39
Direct visitors to booths
3 people
40
Announce presentations
41
Facilitate presentations
2 people
42
Serve catering
3 people
43
Refill drinks
2 people
44
Maintain coffee station
45
Collect waste
2 people
46
Check toilets
47
Answer booth questions
2 people
48
Take photos
49
See off the last visitors
2 people
50
Check out employers
2 people

Aftercare

51
Switch off the equipment
2 people
52
Dismantle employer booths
4 people
53
Clear tables and chairs
4 people
54
Pack leftover catering
2 people
55
Dispose of waste
3 people
56
Clean the venue
3 people
57
Remove signage
2 people
58
Return materials
3 people
59
Return rented equipment
2 people
60
Register lost and found items
61
Archive attendance list
62
Send thank-you messages
2 people
63
Share photos with participants
64
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 venue, date and programme before contacting employers. Employers need the event format, expected visitor numbers and a firm registration deadline before they can decide whether to participate.
Create the floor plan as soon as employer registrations start. Allow space for tables, chairs, high tables, the registration desk, visitor flow and power access; do not assign booths only after all equipment has arrived.
Give employers one information deadline and send a reminder before it passes. Collect company names, contact details, presentation requirements and any details needed for the online programme in one place.
Treat visitor registration and catering as linked planning numbers. Review registrations regularly, collect dietary requirements before placing the catering order, and keep a final headcount deadline for changes.
Schedule a venue check before event day and a setup window on the day itself. Test laptops, tablets, Wi-Fi, microphones, projector connections and extension cords, then use gaffer tape or cable ties to secure cables before visitors arrive.

Frequently asked questions

How far in advance should you organise a career fair?: Start planning at least 8 to 12 weeks before the fair. Reserve the venue and set the date first, then allow several weeks for employer outreach, registrations, promotion and equipment planning.
When should employers register for a career fair?: Set the employer registration deadline 3 to 4 weeks before the event. This gives you time to assign pitch locations, collect employer information, publish the programme and send a final reminder.
How do you plan the layout of a career fair?: Draft the floor plan as soon as you know the venue dimensions and expected number of employers. Include the registration desk, booth tables, seating, high tables, presentation area, waste bins and clear walking routes before assigning locations.
When should catering be ordered for a career fair?: Place the catering order after registrations provide a reliable attendance estimate, usually 7 to 10 days before the fair. Collect dietary requirements before ordering and confirm the final quantity with the caterer a few days beforehand.

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.