How to organise a Student-Employer Day

A Student-Employer Day works best when you build it around two parallel tracks: matching students with employers and making the day easy to navigate. Start by defining the audience and programme, then secure employers and rooms before opening registration. In the final weeks, collect company profiles, dietary requirements and technical details while assigning volunteers to specific jobs. The common failures are late employer information, unclear workshop logistics and missing cables, badges or signage.

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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
Set program and target audience
2 people
2
Approach employers
2 people
3
Confirm employers
2 people
4
Reserve venue rooms
5
Book catering
6
Finalize the program
2 people
7
Publish registration form
8
Send invitations
2 people
9
Request employer information
2 people
10
Collect company profiles
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Recruit volunteers
2 people
14
Assign volunteers
2 people
15
Arrange employer booths
2 people
16
Set up the workshop rooms
2 people
17
Assess technical requirements
2 people
18
Design signage
19
Prepare name badges
2 people
20
Check participant list
2 people
21
Print the program
22
Send employer briefing
23
Send the final participant email
24
Check stock and materials
2 people
25
Do the shopping
2 people
26
Fill coolers
2 people
27
Prepare snacks
3 people

Event

28
Set up the registration table
2 people
29
Open venue
2 people
30
Set up tables
4 people
31
Set up chairs
4 people
32
Build employer booths
6 people
33
Set up workshop rooms
4 people
34
Connect the technical equipment
2 people
35
Hang up signage
2 people
36
Hang up decorations
3 people
37
Set out coffee and tea
2 people
38
Chill drinks
2 people
39
Set out snacks
3 people
40
Sort name badges
2 people
41
Receive employers
3 people
42
Guide employers to the booths
2 people
43
Brief the registration team
44
Receive participants
4 people
45
Hand out name badges
3 people
46
Serve welcome drinks
3 people
47
Deliver the opening presentation
2 people
48
Guide employer booths
4 people
49
Lead the workshops
4 people
50
Serve coffee and tea
3 people
51
Serve snacks
4 people
52
Refill drinks
2 people
53
Collect glasses and tableware
2 people
54
Empty trash bins
2 people
55
Send participants to the networking drink
2 people
56
Set out snacks
3 people
57
Host the networking drinks reception
4 people
58
Serve hot snacks
4 people
59
See employers off
2 people
60
Serve the last round
2 people
61
See participants off
3 people

Aftercare

62
Catering breakdown
3 people
63
Dismantle employer booths
4 people
64
Wash dishes
3 people
65
Clear tables and chairs
4 people
66
Collect waste
3 people
67
Clean the venue
4 people
68
Count materials
2 people
69
Return materials
2 people
70
Store leftover stock
2 people
71
Register lost and found items

What to bring

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

Furniture

Tablesqty 12
Bistro tablesqty 8
Chairsqty 110
High tablesqty 10
Coat racksqty 2
Stoolsqty 20
Waste binsqty 8
Clothes hangersqty 120
Tableclothsqty 20

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Presentation clickersqty 2
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Mobile chargersqty 6
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 3

Tableware

Glassesqty 140
Coffee cupsqty 100
Platesqty 140
Forksqty 140
Knivesqty 140
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12
Bowlsqty 20

Kitchen

Thermos flasksqty 6
Coffee filtersqty 150
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Measuring cupsqty 3
Ice packsqty 20
Serving tablesqty 4

Decorations

Company bannersqty 12
Name card holdersqty 30
Flower arrangementsqty 8
Table décorqty 20
Balloonsqty 100
Balloon ribbonqty 2
Sticky tackqty 6
Adhesive tapeqty 8
Directional signsqty 12
Program boardsqty 4
Chalkboardsqty 4
Chalk markersqty 8

Paper goods

Name badgesqty 120
Badge holdersqty 120
Program leafletsqty 130
Participant listsqty 10
Notepadsqty 120
Ballpoint pensqty 150
Evaluation formsqty 100
Name stickersqty 150
A4 paperqty 2
Markersqty 12

Lighting

LED light stringsqty 6
LED table lampsqty 10

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the format before contacting employers. Decide whether the day includes presentations, workshops, company booths or all three, then reserve rooms that match the programme rather than trying to fit activities into whichever space remains.
Approach employers early and give them a firm information deadline. Ask for their company profile, booth requirements and presentation details at least 3 weeks before the event so the programme and signage can be completed on time.
Keep registration practical by asking for dietary requirements and workshop choices in the same form. Close or review registrations 7 days before the event, then use the final participant list for badges, room planning and catering numbers.
Treat each room as a separate setup. Check every laptop, projector, screen, clicker, HDMI cable, extension cord and power strip at least 1 day beforehand; technical problems usually appear when equipment is assumed rather than tested.
Brief volunteers with times and locations, not just general responsibilities. Assign people to employer booths, workshop rooms, registration and room changes, and send the final participant email 2–3 days before the event with arrival instructions and the programme.

Frequently asked questions

How far in advance should you organise a Student-Employer Day?: Start planning at least 8–12 weeks before the event. Use the first 2–3 weeks to define the audience and programme, confirm employers and reserve rooms; keep the final week for checks, printing and briefings.
When should employers be confirmed for a Student-Employer Day?: Aim to confirm employers 4–6 weeks in advance. Request company profiles, booth needs and presentation requirements immediately after confirmation, with a final information deadline no later than 3 weeks before the event.
When should registration close?: Review or close registration about 7 days before the event. This leaves enough time to process the participant list, collect dietary requirements, prepare name badges and give catering a reliable headcount.
How do you prepare the rooms for a Student-Employer Day?: Set up and test each room at least 1 day before the event. Check seating, tables, projectors, screens, microphones, speakers, cables and power strips, then place signage so students can find booths and workshops without asking at every turn.

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