How to organise a recruitment fair

Start by fixing the date and venue, then define who the fair is for and how many employers and visitors you expect. Build the programme before sending invitations, because speakers, stands and catering depend on the final schedule. Open registration early, collect dietary requirements and keep exhibitor confirmations in one place. In the final week, check registrations, print badges and participant lists, share parking details, and brief volunteers on where each employer belongs.

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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
Define participant profile
2 people
3
Invite employers
2 people
4
Invite speakers
5
Compile program
2 people
6
Publish registration form
7
Send invitations
2 people
8
Post on social media
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign employer stands
2 people
12
Confirm exhibitors
13
Book catering
14
Order print materials
15
Design name badges
16
Create floor plan
17
Recruit volunteers
18
Assign volunteers
19
Reserve equipment
20
Collect presentations
21
Send parking information
22
Check registrations
2 people
23
Share final numbers
24
Print name badges
2 people
25
Print participant lists
26
Put together the exhibitor pack
2 people
27
Check materials
2 people
28
Do the shopping
2 people
29
Chill drinks
2 people
30
Prepare registration table
2 people
31
Set up booth materials
3 people
32
Set up tables
3 people
33
Set up chairs
3 people
34
Set up the presentation area
2 people
35
Connect the technical equipment
2 people
36
Hang up signage
2 people

Event

37
Welcome exhibitors
3 people
38
Register exhibitors
2 people
39
Supervise booth setup
3 people
40
Set up catering
3 people
41
Staff the registration desk
2 people
42
Welcome visitors
3 people
43
Hand out name badges
2 people
44
Explain the program
45
Deliver the opening presentation
2 people
46
Guide employer booths
3 people
47
Facilitate presentations
2 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Collect tableware
2 people
52
Empty trash bins
2 people
53
Serve diet meals
2 people
54
Restock the buffet
3 people
55
Facilitate the networking session
2 people
56
Inform last visitors
2 people
57
Check out exhibitors
2 people

Aftercare

58
Collect stand materials
3 people
59
Dismantle furniture
3 people
60
Switch off the equipment
2 people
61
Wash dishes
3 people
62
Sort waste
2 people
63
Clean the room
3 people
64
Inventory materials
2 people
65
Return borrowed items
2 people
66
Clear away leftover catering
67
Send thank-you message
68
Follow up contact details
2 people

What to bring

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

Furniture

Reception tablesqty 2
Beer tablesqty 12
High tablesqty 10
Chairsqty 120
Table skirtsqty 12
Clothes racksqty 4
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving plattersqty 20

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 2
Presentation clickersqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Induction platesqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 10
Pliersqty 8
Measuring cupsqty 2
Thermos flasksqty 6
Coolersqty 4

Decorations

Company table bannersqty 20
Welcome banner
Plant decorationqty 12
Table décorqty 20
Directional signsqty 12
Program boardsqty 6

Lighting

LED lampsqty 8
Standing lampsqty 4

Catering

Name badge holdersqty 150
Napkin holdersqty 12
Water dispensersqty 4
Coffee potsqty 4
Buffet risersqty 12
Diet labelsqty 30
Menu holdersqty 12
Groceries

Cleaning

Mop setsqty 2
Bucketsqty 3
Broom setsqty 2
Dustpan and brushqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20
Hand soap dispensersqty 6
Towel dispensersqty 6

Office

Clipboardsqty 12
Pensqty 100
Markersqty 24
Rolls of tapeqty 8
Notepadsqty 100
A4 foldersqty 20
Staplersqty 4
Scissorsqty 6
Cable tiesqty 100
Duct tapeqty 4
Labelsqty 200
Table number cardsqty 20

Tips

Set the basic format at least 8–12 weeks ahead: confirm the date and venue, define the participant profile, and decide how many employer stands the floor plan must hold.
Invite employers and speakers before publishing the full programme. Set a confirmation deadline of 3–4 weeks before the fair so unconfirmed stands do not distort catering, print quantities or room layout.
Open registration as soon as the programme is credible, ideally 6–8 weeks in advance. Ask for dietary requirements in the form and send a reminder 7 days before registration closes.
Create the floor plan before assigning volunteers. Mark reception tables, employer stands, seating, presentation equipment, charging points and waste bins, then give each exhibitor a stand number.
Use the final week for checks rather than new decisions: confirm exhibitor attendance, share final numbers with catering, collect presentations, print badges and lists, and send parking information at least 2 days before the event.

Frequently asked questions

How far in advance should you organise a recruitment fair?: Allow 8–12 weeks for a small or medium recruitment fair. Use that time to secure the venue, invite employers and speakers, open registration, arrange catering and prepare the floor plan.
When should I invite employers to a recruitment fair?: Start inviting employers 8–10 weeks before the event and set a response deadline 3–4 weeks beforehand. This leaves time to replace cancellations and assign confirmed exhibitors to stands.
When should registration open for a recruitment fair?: Open registration around 6–8 weeks before the fair, once the date, venue and core programme are confirmed. Close or review registrations 7–10 days before the event so catering and printed materials can be finalised.
What should I do in the final week before a recruitment fair?: Check registrations, confirm exhibitor attendance, share final numbers with catering, collect presentations, print name badges and participant lists, and brief volunteers. Send parking information at least 2 days before the fair.

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.