How to organise a recruitment networking evening
Start with the venue, date and programme before contacting employers or speakers. A recruitment networking evening needs enough time for invitations, registrations and follow-up, but the practical details matter just as much: name badges, dietary requirements, parking information and tested presentation equipment. Use the registration list to shape the catering order and room layout. In the final week, confirm every supplier, presentation and contact detail so recruiters and candidates can focus on useful conversations.
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
Set the date and program
2 people
- 3
Prepare the budget
- 4
Collect employer profiles
2 people
- 5
Invite speakers and recruiters
2 people
- 6
Create a registration form
- 7
Write invitation text
- 8
Send invitations
2 people
- 9
Post promotion on social media
- 10
Process registrations
- 11
Send reminder to invitees
- 12
Collect dietary requirements
- 13
Send parking information
- 14
Share the program and route
- 15
Determine catering quantities
2 people
- 16
Confirm rental items
- 17
Collect presentations
- 18
Design name badges
- 19
Print the program
- 20
Print name badges
- 21
Create the attendance list
- 22
Check speaker contact details
- 23
Test the equipment
2 people
- 24
Check catering order
- 25
Do the shopping
3 people
- 26
Chill drinks
2 people
- 27
Prepare snacks
3 people
- 28
Open venue
2 people
- 29
Set up reception desk
2 people
- 30
Set up tables and chairs
4 people
- 31
Clear the stage area
2 people
- 32
Set up the presentation equipment
2 people
- 33
Test microphones
2 people
- 34
Set up lighting
2 people
- 35
Hang up decorations
2 people
- 36
Set up employer booths
4 people
- 37
Lay out information materials
2 people
- 38
Sort name tags
- 39
Set out coffee and tea
2 people
- 40
Set up the buffet and bar
3 people
- 41
Place allergen cards
- 42
Brief the welcome team
3 people
Event
- 43
Welcome speakers
2 people
- 44
Register visitors
3 people
- 45
Hand out name badges
2 people
- 46
Serve welcome drinks
3 people
- 47
Deliver the welcome speech
- 48
Supervise company presentations
2 people
- 49
Manage microphones
- 50
Serve break coffee
3 people
- 51
Refill drinks
2 people
- 52
Refill snacks
2 people
- 53
Facilitate networking sessions
4 people
- 54
Answer outstanding questions
3 people
- 55
Open the buffet
2 people
- 56
Refill buffet
3 people
- 57
Collect tableware
2 people
- 58
Collect business cards
- 59
Lead the final networking round
3 people
- 60
Give thank-you speech
- 61
Wave goodbye to visitors
3 people
Aftercare
- 62
Pack leftovers safely
2 people
- 63
Switch off equipment
2 people
- 64
Remove decorations
3 people
- 65
Clear tables and chairs
4 people
- 66
Wash dishes
3 people
- 67
Sort waste
2 people
- 68
Clean the venue
4 people
- 69
Check toilets
- 70
Return materials
2 people
- 71
Check supplier invoices
- 72
Send thank-you email
- 73
Forward contact details
- 74
Archive photos and materials
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 90
- High tablesqty 8
- Bar stoolsqty 16
- Coat racksqty 2
- Clothes hangersqty 100
Equipment
- Laptopqty 2
- Projector
- Projection screen
- Wireless microphonesqty 2
- Speakersqty 2
- Microphone standsqty 2
- Extension cordsqty 6
- Power stripsqty 8
- HDMI cablesqty 3
- Presentation clickerqty 2
- Wi-Fi router
Tableware
- Glassesqty 120
- Coffee cupsqty 100
- Platesqty 100
- Dessert platesqty 100
- Cutlery setsqty 100
- Serving plattersqty 16
- Serving traysqty 8
- Coffee potsqty 4
- Water jugsqty 8
Kitchen
- Coolersqty 4
- Ice cube traysqty 4
- Cutting boardsqty 4
- Chef's knifeqty 4
- Bread knivesqty 3
- Serving tongsqty 8
- Soup ladlesqty 4
- Food warmersqty 4
- Thermos flasksqty 6
Decorations
- Tableclothsqty 12
- Banner standsqty 8
- Welcome sign
- Route arrowsqty 12
- Flower arrangementsqty 8
- Clipboardsqty 10
- Information boardsqty 8
- Name badge holdersqty 100
Lighting
- LED light stringsqty 6
- LED table lampsqty 8
Cleaning
- Waste binsqty 8
- Waste sorting binsqty 4
- Broom and dustpanqty 2
- Mopsqty 2
- Bucketsqty 2
Catering
- Groceries
Tips
- Set the date and programme first, then reserve a venue that can handle seated presentations and informal networking. Allow separate space for registration, coats and high tables so arrival does not block the entrance.
- Contact employers, recruiters and speakers before sending the invitation. Collect their profiles and presentations early; set a firm deadline at least 7 days before the event so the programme and invitation remain accurate.
- Open registration with the information attendees actually need: start and finish time, route, parking details and dietary requirements. Review registrations twice a week and send a reminder 3 to 5 days before the evening.
- Use confirmed registrations to calculate catering and tableware quantities. Plan drinks and coffee for the full programme, then check glasses, cups, plates, cutlery, serving trays and water jugs against the order before delivery.
- Run an equipment check on the day before the event, including the laptop, projector, screen, microphones, speakers, HDMI cables, extension cords and power strips. Print the attendance list, programme and name badges before guests arrive, and keep speaker contact details with the organiser.
Frequently asked questions
- How far in advance should I organise a recruitment networking event?
- Start planning 6 to 8 weeks before the evening. Reserve the venue and set the programme first, then allow at least 3 weeks for employer outreach and invitations.
- When should invitations be sent for a recruitment networking evening?
- Send the first invitations 3 to 4 weeks before the event. Send a reminder 3 to 5 days beforehand, once the programme, route and parking information are confirmed.
- When should I order catering for a recruitment networking event?
- Place or confirm the catering order 5 to 7 days before the evening, using the latest registration count and dietary requirements. Recheck the final quantity 48 hours before the event.
- How early should I test the equipment before the event?
- Test the laptop, projector, microphones, speakers and presentation connections at least one day before the event. Repeat a quick sound and display check 60 minutes before doors open.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!