How to organise a recruitment day

Start by fixing the date, format and participant profile before contacting companies or opening registration. Then secure the venue, rooms and recruiters, and build the programme around realistic discussion rounds. Registrations, dietary requirements and company information need one clear follow-up process. In the final week, send practical details, prepare badges and printed materials, and check every table, laptop and presentation setup.

Organize this event for free with Lizzt

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
Reserve venue and rooms
2 people
3
Approach companies and recruiters
3 people
4
Define the participant profile
2 people
5
Publish registration form
6
Send invitations
2 people
7
Post on social media
8
Process registrations
2 people
9
Confirm registrations
10
Collect dietary requirements
11
Collect company profiles
2 people
12
Inform recruiters
2 people
13
Schedule discussion rounds
2 people
14
Send program to attendees
15
Book catering
16
Reserve equipment
17
Assign company tables
2 people
18
Send directions
19
Follow up on registrations
2 people
20
Print name badges
2 people
21
Print participant list
22
Print discussion cards
23
Compile program brochures
3 people
24
Check company equipment
2 people
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Prepare snacks
4 people
28
Bring materials to the venue
3 people

Event

29
Open venue
2 people
30
Test the equipment
2 people
31
Set up tables and chairs
5 people
32
Set up recruiter stands
6 people
33
Set up the reception desk
2 people
34
Prepare registration materials
2 people
35
Sort name tags
2 people
36
Set up the presentation area
3 people
37
Set up catering
4 people
38
Prepare coffee and tea
2 people
39
Brief reception team
3 people
40
Recruiter briefing
3 people
41
Register participants
3 people
42
Serve welcome drinks
2 people
43
Deliver the welcome speech
2 people
44
Supervise company presentations
2 people
45
Moderate the Q&A
46
Serve coffee break
3 people
47
Lead discussion rounds
4 people
48
Refill drinks
2 people
49
Refill snacks
2 people
50
Serve diet meals
2 people
51
Restock the buffet
3 people
52
Facilitate the networking session
3 people
53
Announce final talks
54
Handle the closing
2 people
55
Guide participants at departure
3 people

Aftercare

56
Collect leftover materials
3 people
57
Wash dishes
3 people
58
Separate waste
2 people
59
Clear tables and chairs
5 people
60
Clean the venue
4 people
61
Switch off the equipment
2 people
62
Lock up the venue
2 people
63
Return materials
3 people
64
Return borrowed items
2 people
65
Thank the companies
2 people
66
Follow up with participants
2 people
67
Forward contact details

What to bring

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

Furniture

Reception desk
Corporate tablesqty 12
Bistro tablesqty 8
Chairsqty 80
Bar stoolsqty 12
Tableclothsqty 20
Clothes racksqty 2
Waste binsqty 6

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 100
Wine glassesqty 80
Beer glassesqty 80
Platesqty 100
Dessert platesqty 80
Cutlery setsqty 100
Serving spoonsqty 12
Small bowlsqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Paring knivesqty 4
Pliersqty 8
Serving plattersqty 16
Serving trays with lidsqty 8
Plate racksqty 4

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 8
Wireless microphonesqty 2
Presentation clickerqty 2
Power banksqty 4
Speakersqty 2
First aid kit
Flashlightsqty 2
Toolbox
Gaffer tapeqty 4
Scissorsqty 4
Measuring tape

Decorations

Welcome sign
Direction signsqty 8
Table signsqty 20
Vasesqty 12
Artificial flowersqty 24
Company table bannersqty 12
Display standsqty 12
Name badge holdersqty 80
Name badgesqty 80
Wristbandsqty 80
Program leafletsqty 80
Conversation cardsqty 100
Pensqty 100
Clipboardsqty 12
Flip chartsqty 4
Markersqty 24
A4 insert sleevesqty 100
Notepadsqty 80
Badge lanyardsqty 80

Lighting

Standing lampsqty 6
Mood lightingqty 4
Batteriesqty 24

Catering

Groceries

Cleaning

Trash bins with lidsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Rubber glovesqty 6
Paper towelsqty 8

Tips

Set the programme before publishing registration. Include arrival, company introductions, discussion rounds, breaks and the closing time so participants know what they are signing up for.
Give companies a firm information deadline, ideally two weeks before the event. Collect each company profile, equipment request and preferred discussion format in one place.
Close or review registrations at least one week before the recruitment day. Confirm attendance, check dietary requirements and use the final participant list to assign discussion rounds.
Send the programme, directions and arrival instructions three to five days beforehand. Tell attendees where to check in and when they should move between company tables.
Do a room and equipment check on the day before setup. Match company tables to the programme, test the laptop and projector, and place name badges, discussion cards and brochures at the reception desk.

Frequently asked questions

How far in advance should you organise a recruitment day?: Start planning at least eight to twelve weeks before the event. Recruiters, venue rooms and the discussion schedule usually need more lead time than catering or printed materials.
When should registration for a recruitment day close?: Close registration around seven days before the event. This gives you time to confirm attendees, collect dietary requirements and create the final participant list and discussion rounds.
How many companies should attend a recruitment day?: Choose the number based on room capacity and discussion time, rather than filling every available table. For example, with six companies and 10-minute rounds, allow at least 60 minutes for one complete rotation, excluding transitions.
When should recruiters receive the programme?: Send the draft programme two weeks before the recruitment day and the confirmed version three to five days before it. Ask recruiters to report changes to equipment, room needs or availability by the earlier deadline.

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.