How to organise a recruitment fair

A recruitment fair works best when you build it in stages: define who should attend, secure participating companies, then design the visitor experience around them. Start with the date, venue and concept before opening registrations. Company information, logos, pitch locations and technical requirements usually arrive later than expected, so set firm deadlines. In the final week, focus on the visitor list, name badges, directions, catering numbers and a clear setup plan for the registration desk and exhibition floor.

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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 the trade fair concept and target audience
2 people
3
Contact participating companies
2 people
4
Create a registration form for visitors
5
Create a registration form for companies
6
Develop visitor profile
2 people
7
Design the trade show floor plan
2 people
8
Assign pitch locations
2 people
9
Send invitations
2 people
10
Publish social media posts
11
Collect company information
2 people
12
Collect company logos
13
Compile program
2 people
14
Record speakers and presentations
2 people
15
Process registrations
2 people
16
Collect dietary requirements
17
Book catering
18
Buy drinks and snacks
2 people
19
Order printed materials
20
Recruit volunteers
2 people
21
Send exhibitor information
22
Check visitor list
2 people
23
Prepare name badges
2 people
24
Send directions
25
Check technical requirements
2 people
26
Collect presentations
27
Prepare booth decor
2 people
28
Bring materials to the venue
3 people
29
Check venue and rooms
2 people
30
Unpack groceries
2 people
31
Mark the booth layout
2 people
32
Set up tables and chairs
4 people
33
Build stage walls
4 people
34
Hang stand signs
2 people
35
Set up registration desk
2 people
36
Set up the presentation area
3 people
37
Connect the projector and screen
2 people
38
Test power supply
2 people
39
Check the lighting
40
Prepare registration materials
2 people
41
Sort name badges
2 people
42
Set out coffee and tea
2 people
43
Chill drinks
2 people
44
Set out snacks
2 people
45
Place information signs
2 people

Event

46
Welcome exhibitors
3 people
47
Guide exhibitors to their stands
3 people
48
Run final presentation test
2 people
49
Register visitors
4 people
50
Welcome visitors
2 people
51
Answer visitors' questions
2 people
52
Facilitate presentations
2 people
53
Communicate schedule changes
54
Serve drinks
3 people
55
Refill drinks
2 people
56
Refill snacks
2 people
57
Refill coffee and tea
2 people
58
Empty trash bins
2 people
59
Check toilets
60
Wave goodbye to visitors
2 people
61
Check out exhibitors
2 people

Aftercare

62
Clean up catering
3 people
63
Collect materials
4 people
64
Dismantle stand walls
4 people
65
Put the tables and chairs back
4 people
66
Collect waste
3 people
67
Clean the venue
3 people
68
Switch off equipment
2 people
69
Check rented equipment
2 people
70
Return materials
2 people
71
Clear away leftover catering
2 people
72
Register lost and found items
73
Send thank-you message to companies
74
Send follow-up email to visitors
75
Archive registration details

What to bring

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

Furniture

Tablesqty 28
Chairsqty 180
Bar stoolsqty 12
Registration deskqty 2
Stoolsqty 8
Display wallsqty 40
Clothes racksqty 4

Equipment

Laptopsqty 5
Tabletsqty 4
Projector
Projection screen
Laptop speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 16
Chargersqty 10
Power banksqty 4
Wi-Fi boostersqty 2

Registration

Badge holdersqty 220
Badge holders with lanyardqty 220
Pensqty 40
Clipboardsqty 10
Visitor formsqty 250
Registration formsqty 250
Name stickersqty 250
Cash register case

Decorations

Company postersqty 25
Direction signsqty 12
Program postersqty 8
Tableclothsqty 30
Banner standsqty 6
Flagsqty 8
Plantsqty 12

Lighting

LED lampsqty 12
Light standsqty 6
Battery lampsqty 8

Tableware

Coffee cupsqty 220
Glassesqty 220
Mugsqty 80
Platesqty 220
Cutlery setsqty 220
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Small bowlsqty 20

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop setqty 2
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the concept and target audience before contacting companies. This gives employers a clear reason to participate and helps you write a more specific visitor profile and invitation.
Open separate registration forms for visitors and companies. Close or review company registrations early enough to collect logos, presentation details, dietary requirements and technical needs before printing starts.
Draw the floor plan before assigning pitch locations. Leave clear routes between tables, display walls and the registration desk, and check that every pitch has access to power where laptops or screens are required.
Set deadlines for exhibitor information at least 10 days before the fair. Chasing missing company descriptions, logos and speaker details in the final few days can delay the programme and printed materials.
Prepare the event-day desk the day before. Sort name badges, lanyards, pens, clipboards, visitor forms and directions together, then test microphones, projectors, speakers, extension cords and Wi-Fi before exhibitors arrive.

Frequently asked questions

How far in advance should you organise a recruitment fair?: Start planning at least 8 to 12 weeks ahead. Use the first two weeks for the date, venue, concept and target audience, then allow several weeks for company outreach, visitor registration, programme planning and printed materials.
When should companies register for a recruitment fair?: Set the company registration deadline around 4 weeks before the fair. Keep the final 10 to 14 days for confirming pitch locations, collecting logos and technical requirements, and completing the programme.
How many staff or volunteers do you need for a recruitment fair?: Plan at least 1 person at registration, 1 event coordinator and 1 person available for technical or exhibitor support. Add more registration help when many visitors are expected to arrive within the first 30 minutes.
When should you order catering for a recruitment fair?: Confirm the catering order 7 to 10 days before the event, using the processed visitor registrations and exhibitor numbers. Review dietary requirements at the same time and keep a small buffer for late arrivals.

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.