How to organise a job fair without losing track of the details

A job fair works best when employer recruitment, visitor registration and venue planning move forward together. Start by fixing the date, opening the venue booking and inviting employers before promoting the event to visitors. Once registrations come in, check employer details, assign stalls and build a floor plan that supports a clear visitor route. The final weeks are for confirming speakers, volunteers, deliveries, catering, badges, maps and presentation equipment—not for discovering that you are short of power strips or printed signs.

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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
Record date and times
3
Invite employers
2 people
4
Send visitor invitations
2 people
5
Open the registration form
6
Process employer registrations
2 people
7
Process visitor registrations
2 people
8
Collect dietary requirements
9
Check employer details
2 people
10
Assign stalls
2 people
11
Create floor plan
12
Send parking information
13
Update participant list
14
Put together the presentation program
2 people
15
Confirm speakers
16
Schedule volunteers
17
Confirm deliveries
18
Design badges
19
Design route signs
20
Assemble info packs
2 people
21
Print badges
2 people
22
Print maps
23
Print route signs
24
Pick up catering
2 people
25
Do the shopping
2 people
26
Bring materials to the venue
3 people
27
Inspect venue
2 people
28
Set up tables and chairs
4 people
29
Set up exhibition walls
3 people
30
Set up employer booths
6 people
31
Set up registration desk
2 people
32
Set up catering table
2 people
33
Set up the presentation area
2 people
34
Hang up decorations
2 people
35
Put up route signs
2 people
36
Connect the technical equipment
2 people
37
Test laptops and printers
2 people
38
Chill drinks
2 people
39
Set out coffee and tea
2 people
40
Set out snacks
2 people

Event

41
Staff the registration table
2 people
42
Receive employers
2 people
43
Register visitors
3 people
44
Hand out badges
2 people
45
Inform visitors
2 people
46
Support employers
2 people
47
Announce presentations
48
Facilitate presentations
2 people
49
Serve coffee and tea
2 people
50
Serve snacks
2 people
51
Refill drinks
2 people
52
Keep catering tables clean
53
Empty trash bins
2 people
54
Check stock
55
Inform last visitors
2 people
56
See employers off
2 people

Aftercare

57
Catering breakdown
3 people
58
Switch off equipment
2 people
59
Gather employer materials
3 people
60
Clear tables and chairs
4 people
61
Dismantle booth walls
3 people
62
Collect waste
3 people
63
Wash dishes
2 people
64
Clean the venue
3 people
65
Return materials
3 people
66
Return borrowed items
2 people
67
Clear away leftover catering
2 people
68
Archive registration details
69
Handle lost and found
70
Send thank-you message

What to bring

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

Furniture

Tablesqty 24
Chairsqty 120
Bar stoolsqty 12
Registration desk
Changing room screensqty 8
Waste binsqty 8
Clothes racksqty 4

Equipment

Laptopsqty 4
Printer
Monitor screen
Presentation laptop
Speakersqty 2
Microphone
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Power stripsqty 10
Extension cordsqty 8
USB sticksqty 4

Paper goods

Badge holdersqty 180
Lanyardsqty 180
Clipboardsqty 20
Notepadsqty 150
Ballpoint pensqty 200
A4 paperqty 3
Envelopesqty 200
Name stickersqty 200
Presentation foldersqty 20
Information leafletsqty 500
Route signsqty 12
Tapeqty 6
Scissorsqty 4
Markersqty 24

Decorations

Bannersqty 6
Flagsqty 20
Tableclothsqty 24
Arrow stickersqty 30
Balloonsqty 100

Lighting

LED lightsqty 8
Light Stripsqty 4

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 6
Serving spoonsqty 12

Kitchen

Cutting boardsqty 3
Knivesqty 6
Thermos flasksqty 4
Storage binsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20
Cleaning sprayqty 4

Catering

Groceries

Tips

Set the date, opening hours and venue first, then give employers a clear registration deadline. Leave at least 2 weeks between the employer deadline and the fair so you can check details, assign stalls and publish an accurate floor plan.
Open visitor registration only after the basic employer line-up is reliable. Review registrations weekly, collect dietary requirements and send parking information before the final week rather than answering the same access questions at the door.
Build the floor plan around the actual number of stalls, tables and chairs, with space for the registration desk, presentations and visitor movement. Test the route from the entrance to the busiest stalls and place route signs where a first-time visitor could hesitate.
Treat printed materials as a production schedule: design badges, maps, route signs and information packs early, then print them at least 3 working days before the event. Keep spare A4 paper, pens and badge holders for last-minute registrations.
Confirm volunteers, speakers, deliveries and catering 7 days before opening. On the day, check laptops, the presentation screen, speakers, microphone, coffee machines, extension cords and power strips before visitors arrive.

Frequently asked questions

How far in advance should I organise a job fair?: Start planning at least 8 to 12 weeks ahead. Book the venue and invite employers first, then allow time for registrations, stall assignments, the floor plan, visitor invitations and printed materials.
When should employers register for a job fair?: Set the employer registration deadline about 2 weeks before the event. This gives you time to check employer details, assign stalls, update the participant list and finish the floor plan.
When should visitor registration open for a job fair?: Open visitor registration once the date, venue and initial employer information are confirmed, usually 4 to 6 weeks before the fair. Send a final practical update with parking details and arrival information during the last week.
What should I check on the day of a job fair?: Complete a technical and room check at least 2 hours before doors open. Test the registration desk, presentation laptop, monitor, speakers and microphone, and confirm tables, chairs, signs, badges, catering and deliveries are in place.

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.