How to organise a job fair
Start by fixing the date, programme and venue before contacting employers or opening registration. Then build the event around two separate flows: employers need to submit accurate profiles and vacancy details, while candidates need clear invitations and confirmation. Give yourself time to design the booth layout, print badges, prepare vacancy folders and assemble information packs. On the final day, check the room layout, signage, technology, catering and registration desks before the first visitor arrives.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set the date and program
2 people
- 2
Approach employers
2 people
- 3
Open participant registration
- 4
Send invitations
2 people
- 5
Post promotion on social media
- 6
Distribute flyers
2 people
- 7
Process employer registrations
- 8
Process candidate registrations
2 people
- 9
Collect dietary requirements
- 10
Collect employer profiles
2 people
- 11
Check the vacancy texts
2 people
- 12
Create the booth layout
2 people
- 13
Confirm venue booking
- 14
Book catering
- 15
Gather parking information
- 16
Design floor plan
- 17
Design name badges
- 18
Design signage
- 19
Finalize the program
2 people
- 20
Send employer letter
- 21
Send visitor confirmation
- 22
Print badges and lists
2 people
- 23
Put together vacancy folders
3 people
- 24
Assemble info packs
2 people
- 25
Check catering order
- 26
Test equipment and power
2 people
- 27
Bring materials to the venue
3 people
Event
- 28
Open venue
2 people
- 29
Set up registration desk
2 people
- 30
Build employer booths
6 people
- 31
Set up tables and chairs
4 people
- 32
Place booth numbers
2 people
- 33
Hang up signage
2 people
- 34
Set up the info point
2 people
- 35
Set up the presentation area
3 people
- 36
Connect laptops and printers
2 people
- 37
Make Wi-Fi information visible
- 38
Chill drinks
2 people
- 39
Set up the coffee station
2 people
- 40
Set out snacks
3 people
- 41
Check catering and diet labels
2 people
- 42
Receive employers
3 people
- 43
Hand out booth materials
2 people
- 44
Give employer briefing
2 people
- 45
Staff the registration desk
3 people
- 46
Welcome visitors
4 people
- 47
Hand out badges
3 people
- 48
Hand out maps
2 people
- 49
Staff the information point
2 people
- 50
Facilitate presentations
2 people
- 51
Operate microphone and presentations
- 52
Serve coffee and tea
2 people
- 53
Refill drinks
2 people
- 54
Refill snacks
2 people
- 55
Empty trash bins
2 people
- 56
Check toilets
- 57
Update registrations
- 58
Make evening rounds of the booths
2 people
- 59
Inform last visitors
2 people
- 60
See employers off
2 people
Aftercare
- 61
Dismantle the Registration Desk
2 people
- 62
Gather employer materials
4 people
- 63
Turn off presentation equipment
- 64
Take down tables and chairs
4 people
- 65
Collect waste
3 people
- 66
Wash dishes
2 people
- 67
Clean coffee station
2 people
- 68
Clean the venue
4 people
- 69
Return materials
3 people
- 70
Return borrowed equipment
2 people
- 71
Store leftover stock
2 people
- 72
Send employer thank-you message
- 73
Send visitor thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Trade fair tablesqty 24
- Chairsqty 100
- Bar stoolsqty 12
- Registration deskqty 2
- Information desk
- Clothes racksqty 4
- Waste binsqty 8
- Brochure standsqty 12
Equipment
- Laptopsqty 4
- Printersqty 2
- Presentation screen
- Projector
- Projection screen
- Wireless microphoneqty 2
- Speakersqty 2
- Extension cordsqty 12
- Extension cordsqty 12
- Charging stationsqty 3
- Coolersqty 4
- Coffee machinesqty 3
- Kettlesqty 2
- Payment terminalsqty 2
- Dressing room mirrorsqty 2
Tableware
- Reusable coffee cupsqty 100
- Glassesqty 100
- Platesqty 100
- Cutlery setsqty 100
- Serving traysqty 12
- Pouring jugsqty 8
Kitchen
- Corkscrewsqty 2
- Serving bowlsqty 12
- Pliersqty 8
- Serving spoonsqty 8
- Cutting boardsqty 4
- Bread knivesqty 2
Decorations
- Tableclothsqty 24
- Stand signsqty 24
- Name badge holdersqty 30
- Buntingqty 8
- Flower arrangementsqty 6
- Photo backdrop
Registration
- Name badge holdersqty 250
- Badge clipsqty 250
- Registration binsqty 4
- Clipboard foldersqty 12
Presentation
- Flip chartsqty 4
- Flipchart standsqty 4
- Whiteboardsqty 2
- Whiteboard markersqty 12
- Laser pointersqty 2
Cleaning
- Vacuum cleaner
- Mop setqty 2
- Cleaning bucketsqty 2
- Hand broomsqty 3
Lighting
- Standing lampsqty 6
- LED lampsqty 12
Catering
- Groceries
Tips
- Set the date and programme first, then confirm the venue before sending invitations. Allow at least two weeks between opening registration and the job fair so employers and candidates have time to respond.
- Approach employers with a firm deadline for registration, company profiles and vacancy texts. Review every vacancy before printing folders or publishing details, because late corrections are difficult once materials are assembled.
- Keep employer and candidate administration separate. Track employer registrations, candidate registrations and dietary requirements in separate lists, and send visitor confirmations only after the registration details are checked.
- Design the floor plan around the trade fair tables, registration desk, information desk and presentation area. Leave clear walking routes and place signage where visitors can find registration, employers, refreshments and toilets without asking staff.
- Finish printed materials and catering checks before event day. Print badges and lists, prepare vacancy folders and info packs, then verify the catering order, coffee equipment, power connections and presentation technology in the final week.
Frequently asked questions
- How early should I start organising a job fair?
- Start at least 8 to 12 weeks before the event. Use the first weeks for the date, venue, programme and employer outreach, then leave the final 2 weeks for registrations, printing, layout checks and catering confirmation.
- When should employers register for a job fair?
- Set the employer registration deadline 3 to 4 weeks before the event. This gives you time to process registrations, collect employer profiles, check vacancy texts and create the booth layout.
- How many days before a job fair should I send visitor confirmations?
- Send confirmations 5 to 7 days before the event, after candidate registrations and dietary requirements have been checked. Include the programme, arrival instructions, parking information and any registration details visitors need.
- When should I finalise the job fair floor plan?
- Finalise the floor plan 7 to 10 days before the job fair, once employer registrations are closed. Print the layout and signage after the final booth positions, registration desks and presentation equipment have been checked.
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.
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