How to organise an internship fair from start to finish

An internship fair needs more than a room full of tables. You have to secure the venue, build an exhibitor list, collect the right details and give visitors a simple way to register. Start with the date and floor plan, then work outward to invitations, the programme and logistics. The final week is mainly about checking names, equipment, catering and exhibitor instructions so the event can open on time.

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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 location and date
2
Compile exhibitor list
2 people
3
Invite exhibitors
2 people
4
Publish registration form
5
Invite attendees
2 people
6
Post on social media
7
Process registrations
2 people
8
Collect dietary requirements
9
Collect exhibitor details
2 people
10
Create the booth layout
2 people
11
Assign pitch locations
12
Finalize the program
2 people
13
Send exhibitor letter
14
Send visitor confirmation
15
Design name badges
16
Print name badges
2 people
17
Print visitor list
18
Set out exhibitor badges
19
Print the map
20
Do the shopping
2 people
21
Pick up catering
2 people
22
Check materials
2 people
23
Test the equipment
2 people
24
Remind exhibitors

Event

25
Open venue
2 people
26
Receive deliveries
2 people
27
Set up tables and chairs
4 people
28
Set up exhibitor booths
4 people
29
Set up registration desk
2 people
30
Build the catering buffet
3 people
31
Prepare coffee and tea
2 people
32
Chill drinks
2 people
33
Hang signs
2 people
34
Test presentations
2 people
35
Test microphone
36
Welcome exhibitors
3 people
37
Hand out exhibitor materials
2 people
38
Brief the registration team
2 people
39
Register visitors
3 people
40
Hand out name badges
2 people
41
Explain the program
42
Give the opening speech
43
Guide exhibitors
2 people
44
Lead information sessions
2 people
45
Restock catering
2 people
46
Refill drinks
2 people
47
Refill coffee and tea
48
Empty trash bins
2 people
49
Check toilets
50
Guide photo moments
51
Collect contact details
2 people
52
Announce evening program
53
Deliver closing remarks
54
Wave goodbye to visitors
2 people
55
Check out exhibitors
2 people
56
Gather presentation materials
3 people
57
Take down exhibitor booths
4 people
58
Clean up catering
3 people
59
Switch off equipment
2 people

Aftercare

60
Put furniture back
4 people
61
Collect waste
2 people
62
Clean the venue
3 people
63
Wash dishes
2 people
64
Inventory materials
2 people
65
Return borrowed items
2 people
66
Store leftovers
2 people
67
Thank exhibitors
68
Send visitor thank-you gifts
69
Archive contact details securely
70
Process invoices and receipts

What to bring

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

Furniture

Tablesqty 28
Chairsqty 180
Bar stoolsqty 12
Coat racksqty 4
Clothes hangersqty 80
Tableclothsqty 30
High tablesqty 8

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Screensqty 6
HDMI cablesqty 8
HDMI adaptersqty 6
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 14
Extension cordsqty 12
Charging stationsqty 4
Presentation clickersqty 3
Power banksqty 6

Tableware

Coffee cupsqty 180
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Washing-up basinsqty 6

Decorations

Display panelsqty 26
Directional signsqty 14
Welcome sign
Information boardsqty 8
Buntingqty 8
Plantsqty 20
Table numbersqty 30
Adhesive stripsqty 10

Lighting

LED lampsqty 12
Mood lightingqty 6

Registration

Registration tablesqty 2
Name badge holdersqty 200
Lanyardsqty 200
Clipboardsqty 6
Desk pensqty 30
Registration formsqty 220
Program bookletsqty 220
Visitor foldersqty 200
Exhibitor foldersqty 30
Wristbandsqty 220

Cleaning

Waste binsqty 14
Hand broomsqty 3
Litter pickersqty 2
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the date and venue before inviting exhibitors. Allow at least 6–8 weeks for invitations, registrations and booth planning, especially if companies need internal approval.
Create the exhibitor list before publishing the visitor registration form. Collect each exhibitor’s contact details, presentation needs and preferred pitch location so the layout is usable before you assign tables.
Publish the programme once the booth layout and speaking slots are stable. Send exhibitors their letter and visitors their confirmation at least 7 days before the fair, including arrival time, room map and practical instructions.
Test every presentation setup before opening: laptops, projectors, screens, HDMI cables, adapters, microphones and speakers. Prepare at least one spare adapter and extension cord because missing connections are common on the day.
Plan the final 2 hours as a setup window. Put out badges, the visitor list and map, check tables and chairs, collect catering, set up coffee equipment and confirm that power and charging stations are accessible.

Frequently asked questions

How far in advance should you organise an internship fair?: Start planning 6–8 weeks before the event. Use the first two weeks for the venue, date and exhibitor list, then allow several weeks for invitations, registrations, programme details and logistics.
When should I invite companies to an internship fair?: Invite exhibitors at least 5 weeks before the fair. Ask for their contact details, booth requirements and presentation needs by a fixed deadline, ideally 3 weeks before the event.
When should I close registration for an internship fair?: Close visitor registration 2–3 days before the fair, or earlier if capacity is limited. Print the visitor list and badges after registration closes, while keeping a simple process for late arrivals.
What should I check on the morning of an internship fair?: Allow at least 2 hours before opening to check the booth layout, badges, map, catering and equipment. Test each projector, screen, microphone and cable connection before exhibitors arrive.

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.