How to organise a job fair without last-minute problems

A successful job fair depends on coordination long before visitors arrive. Start by confirming the date and venue, then secure participating companies before opening visitor registration. Once registrations come in, collect dietary and accessibility requirements, build the exhibitor layout and assign stand numbers. The final weeks are for catering, technical checks, schedules, parking information, name badges and reminders. On the day, registration, information, presentations and exhibitor support should each have a clear place and owner.

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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
Contact participating companies
2 people
3
Publish registration form
4
Send invitations
2 people
5
Post promotion on social media
6
Distribute posters
2 people
7
Process registrations
2 people
8
Collect company information
9
Collect dietary requirements
10
Confirm exhibitors
11
Create the trade fair map
2 people
12
Assign stand numbers
13
Make furniture reservations
14
Order catering
15
Gather technical requirements
16
Set the schedule and times
2 people
17
Collect speakers and presentations
18
Publish parking information
19
Send a reminder to visitors
20
Send reminder to exhibitors
21
Prepare name badges
2 people
22
Print visitor lists
23
Print exhibitor lists
24
Assemble info packs
2 people
25
Check promotional materials
26
Check catering order
27
Collect materials
2 people
28
Charge laptops and tablets
29
Do the shopping
2 people

Event

30
Open venue
2 people
31
Receive deliveries
2 people
32
Set up tables and chairs
4 people
33
Mark stalls
2 people
34
Place booth signs
2 people
35
Set up registration desk
2 people
36
Set up the information desk
2 people
37
Set up the cloakroom
2 people
38
Connect the technical equipment
2 people
39
Test presentations
2 people
40
Set up coffee station
2 people
41
Set up buffet and snacks
3 people
42
Chill drinks
2 people
43
Welcome exhibitors
3 people
44
Guide exhibitors to their stands
2 people
45
Prepare the opening presentation
2 people
46
Staff the registration desk
3 people
47
Welcome visitors
3 people
48
Staff the info desk
2 people
49
Manage the cloakroom
2 people
50
Give the opening speech
51
Facilitate presentations
2 people
52
Support exhibitors
2 people
53
Refill drinks
2 people
54
Refill snacks
2 people
55
Serve coffee and tea
2 people
56
Empty trash bins
2 people
57
Check sanitary facilities
58
Guide visitor flow
2 people
59
Set up the evening drinks reception
3 people
60
Serve the evening drinks reception
3 people
61
Lead the farewell for exhibitors
2 people
62
See visitors out
2 people

Aftercare

63
Collect stand materials
4 people
64
Take down tables and chairs
4 people
65
Switch off the equipment
2 people
66
Chill leftover catering
2 people
67
Wash dishes
2 people
68
Sort and remove waste
2 people
69
Clean the venue
3 people
70
Clean the restrooms
2 people
71
Collect lost and found items
72
Return materials
2 people
73
Return borrowed equipment
2 people
74
Send thank-you email to exhibitors
75
Send follow-up email to visitors
76
Archive registration details
77
Check and process invoices

What to bring

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

Furniture

Standing tablesqty 24
Visitor tablesqty 12
Chairsqty 180
Registration deskqty 2
Information desk
Coat racksqty 4
Stoolsqty 24
Tableclothsqty 36
Waste binsqty 12

Equipment

Laptopsqty 4
Tabletsqty 4
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Chargersqty 8
Presentation clickerqty 2
Printer
Card machinesqty 2
Coolersqty 4

Tableware

Coffee cupsqty 180
Water glassesqty 180
Wine glassesqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 18
Serving spoonsqty 12
Coffee potsqty 6
Water jugsqty 12

Decorations

Table signsqty 24
Welcome sign
Wayfinding signsqty 12
Name badgesqty 220
Badge holdersqty 220
Counter bannersqty 3
Plantsqty 12
Flagsqty 8
Table signsqty 36
Poster puttyqty 6
Scissorsqty 6
Rolls of tapeqty 12
Rope rollsqty 4

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Cooler cratesqty 6
Food warmersqty 4
Kitchen scalesqty 2
Bottle openersqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4
Paper towel dispensersqty 6
Trash bag holdersqty 12

Lighting

Standing lampsqty 8
String lightsqty 6
LED lampsqty 12

Catering

Groceries

Tips

Confirm companies before promoting the fair widely. Give exhibitors a firm deadline for company details, stand requirements and presentation materials so the floor plan does not keep changing.
Open visitor registration early and review it regularly. Print the visitor list and prepare name badges before the event, rather than relying on a last-minute printer or an untested registration system.
Create the trade fair map only after you know the exhibitors and their needs. Assign stand numbers, then check that furniture, power points, extension cords and presentation equipment match the final layout.
Set the programme with exact start and finish times, including speaker sessions and exhibitor arrival. Collect presentations and technical requirements in advance, then test the projector, screen, microphones and speakers before doors open.
Send separate reminders to visitors and exhibitors shortly before the fair. Include arrival time, parking information, registration details and what exhibitors need to bring; catering quantities should be based on the latest registration count.

Frequently asked questions

How early should you start organising a job fair?: Start at least 8 to 12 weeks before the event. Confirm the date and location first, then allow several weeks to contact companies, open registration, build the exhibitor map and arrange catering and equipment.
When should exhibitors receive their stand numbers?: Send stand numbers and the final floor plan about 2 weeks before the job fair. This gives companies time to prepare promotional materials and report missing furniture, power or presentation requirements.
How many reminders should you send before a job fair?: Send at least two reminders: one to visitors about 7 days before the event and one to exhibitors 3 to 5 days before arrival. Repeat the key details, including times, parking, setup instructions and registration arrangements.
When should catering numbers be finalised for a job fair?: Use the registration count to place the catering order around 5 to 7 days before the event. Include dietary requirements collected during registration and keep a small buffer for late confirmations.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.