How to organise a green jobs fair

A green jobs fair needs more than employers and a row of tables. Start by defining who should attend, then build a useful mix of vacancies, workshops and practical information. Allow time to collect accurate vacancy details, process registrations and plan accessibility. On the day, clear pitch locations, working presentation equipment and a staffed registration desk will prevent most delays.

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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
Confirm date and location
2 people
2
Define the participant profile
2 people
3
Approach employers
3 people
4
Collect vacancy details
2 people
5
Confirm workshop leaders
2 people
6
Compile program
2 people
7
Create a registration form
8
Send invitations
2 people
9
Post promotion online
2 people
10
Distribute posters
3 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Confirm employers
2 people
14
Collect workshop materials
2 people
15
Create floor plan
2 people
16
Assign pitch locations
2 people
17
Order catering
2 people
18
Order drinks
19
Test the equipment
2 people
20
Collect presentations
2 people
21
Print name badges
22
Print participant list
23
Share route and accessibility information
24
Brief volunteers
2 people
25
Prepare materials
3 people
26
Chill drinks
2 people
27
Prepare snacks
3 people

Event

28
Open venue
2 people
29
Welcome exhibitors
3 people
30
Set up tables
4 people
31
Set up chairs
4 people
32
Place sign boards
3 people
33
Set up registration desk
2 people
34
Set up workshop rooms
3 people
35
Set up presentations
2 people
36
Set up coffee station
2 people
37
Unload catering
3 people
38
Test sound and projection
2 people
39
Staff the welcome desk
2 people
40
Register visitors
3 people
41
Explain the program
42
Host the opening
2 people
43
Guide the exhibitors
2 people
44
Inform visitors
3 people
45
Guide the CV check
2 people
46
Lead the workshops
3 people
47
Announce the speakers
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Separate waste
2 people
52
Check toilets
53
Take photos
54
Collect contact details
2 people
55
Announce the final round
56
Wave goodbye to visitors
3 people
57
Check out exhibitors
2 people

Aftercare

58
Switch off the equipment
2 people
59
Clear catering
3 people
60
Wash dishes
2 people
61
Collect waste
3 people
62
Clear tables and chairs
4 people
63
Clean the venue
3 people
64
Inventory materials
2 people
65
Return borrowed items
2 people
66
Distribute leftover food
2 people
67
Send a thank-you gift to participants
2 people
68
Send a thank-you gift to employers
2 people
69
Archive photos and files
70
Forward contact requests
2 people
71
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

Set the participant profile before approaching employers. This gives you a clear basis for choosing employers, workshop leaders and the type of vacancy information you need to collect.
Collect vacancy details early and set a firm deadline for updates. Put employer names, roles, requirements and application instructions into one consistent format before invitations go out.
Build the programme around the room layout, not just the timetable. Assign each employer a pitch location, leave clear routes between tables and place workshops where laptops, projectors and microphones can be tested in advance.
Close registrations several days before the fair if possible. Use the final list to prepare name badges, check dietary requirements and print a participant list instead of trying to assemble everything at the registration desk.
Run a technical and volunteer briefing before doors open. Check every projector, screen, microphone, HDMI cable, extension cord and power strip, then explain who handles late arrivals, accessibility questions and programme changes.

Frequently asked questions

How far in advance should I organise a green jobs fair?: Start planning at least 8 to 12 weeks before the event. Employer outreach and vacancy collection should begin first, followed by the programme, promotion, registrations and final room setup.
How many employers do I need for a green jobs fair?: There is no fixed number, but plan each employer around one pitch location and enough space for conversations. Confirm the final employer list at least 7 days before the fair so the floor plan and printed materials can be completed.
When should I close registrations for a green jobs fair?: Close registrations 3 to 5 days before the event when catering, name badges and participant lists are required. Keep a simple process for late registrations, but do not delay dietary checks or printing for them.
When should I test the equipment for a green jobs fair?: Test projectors, screens, laptops, speakers and microphones at least 1 day before the fair, then run a short check again 60 minutes before opening. Bring HDMI cables, USB sticks, extension cords and power strips as backups.

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