How to organise an internship fair

An internship fair works best when companies, students and logistics are planned as one process. Set the date and programme first, then secure participating companies before opening registration. Once registrations come in, use the numbers to assign stalls, plan catering and finalise the floor plan. The details most often missed are dietary requirements, presentation equipment, delivery times and clear instructions for volunteers and exhibitors.

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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 the date and program
2 people
2
Contact participating companies
2 people
3
Open the registration form
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Check the company list
8
Assign stalls
2 people
9
Make reservations
10
Order catering
11
Work out the floor plan
2 people
12
Design signage
13
Design name badges
14
Compile program
2 people
15
Create visitor information
16
Confirm participants
2 people
17
Collect company profiles
2 people
18
Request presentation materials
19
Order print materials
20
Assign volunteers
2 people
21
Coordinate deliveries
22
Test the equipment
2 people
23
Remind participants
24
Print badges and forms
2 people
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Collect materials
3 people
28
Mark the room layout
3 people
29
Set up tables and chairs
6 people
30
Build stage walls
4 people
31
Hang up stand numbers
2 people
32
Distribute power outlets
2 people
33
Connect presentation screens
3 people
34
Set up registration desk
3 people
35
Build the catering buffet
3 people
36
Set up coffee station
2 people
37
Set up signage
3 people
38
Lay out the programs
2 people
39
Sort badges
2 people
40
Set out stand materials by company
3 people

Event

41
Welcome companies
3 people
42
Guide companies to their booths
3 people
43
Check booth setup
2 people
44
Staff the registration desk
2 people
45
Welcome visitors
3 people
46
Register visitors
3 people
47
Hand out programs
2 people
48
Open booths
2 people
49
Serve coffee and tea
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Empty trash bins
2 people
53
Check toilets
2 people
54
Support the technical setup
2 people
55
Facilitate presentations
2 people
56
Staff the information desk
2 people
57
Explain the route to the booths
2 people
58
Designate diet options
59
Check stock
2 people
60
Guide visitor flow
3 people
61
Inform last visitors
2 people
62
See visitors out
3 people
63
Have the stands dismantled
3 people
64
Gather company materials
3 people

Aftercare

65
Switch off equipment
2 people
66
Cool catering leftovers
2 people
67
Clear tables and chairs
5 people
68
Dismantle stand walls
4 people
69
Sort materials
3 people
70
Wash dishes
3 people
71
Collect waste
3 people
72
Clean the room
4 people
73
Clean the restrooms
2 people
74
Check the equipment
2 people
75
Collect lost and found items
76
Pack return materials
2 people
77
Return borrowed materials
2 people
78
Store leftover stock
2 people
79
Archive participant lists
80
Send thank-you message to companies

What to bring

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

Furniture

Tablesqty 35
Chairsqty 120
Registration deskqty 2
Bar stoolsqty 8
Changing room screensqty 6
Display wallsqty 30
Clothes racksqty 4
Storage binsqty 12

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving traysqty 12
Serving tongsqty 8
Coffee potsqty 6
Thermos flasksqty 8

Equipment

Laptopsqty 8
Presentation screensqty 6
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 20
Power stripsqty 20
Charging cablesqty 12
Power banksqty 6
Label printersqty 2
Barcode scannersqty 2
Coolersqty 6
Hand trucksqty 2
Cable traysqty 12
Directional signsqty 16
Clipboardsqty 12
Calculatorsqty 4

Decorations

Stand number signsqty 30
Information boardsqty 8
Backdrop clothsqty 10
Balloonsqty 100
Balloon ribbonqty 4
Tableclothsqty 35
Plantsqty 12
Sticky tackqty 8
Double-sided tapeqty 10
Paper garlandsqty 12

Catering

Drink dispensersqty 4
Water jugsqty 8
Ice packsqty 24
Sugar bowlsqty 6
Milk jugsqty 6
Napkin holdersqty 12
Waste binsqty 12
Diet labelsqty 30

Kitchen

Cutting boardsqty 4
Chicken thighsqty 4
Serving spoonsqty 8
Measuring cupsqty 4
Kitchen towelsqty 12
Coolersqty 4

Cleaning

Cleaning cartsqty 2
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Hand broomsqty 4

Lighting

LED string lightsqty 8
Standing lampsqty 8
Night lightsqty 6

Groceries

Groceries

Tips

Set the date, programme and company outreach at least 8–10 weeks before the fair. Do not open visitor registration until you know which companies are likely to attend and what the day will include.
Close company registrations 3–4 weeks before the event so you can check the final list, collect company profiles and assign each exhibitor a stall. Late changes affect signage, badges, the floor plan and catering.
Build the floor plan around registration, stalls and presentation areas rather than placing tables first. Check walking routes, power access and space for display walls, storage bins and equipment before confirming the layout.
Ask for dietary requirements when visitors register and send the final count to catering 5–7 days before the fair. Keep coffee service separate from registration so queues do not block arrivals.
Run an equipment test at least one day beforehand, including laptops, projectors, presentation screens, microphones, speakers, extension cords and charging cables. Give volunteers a written arrival plan and assign one person to handle technical problems and deliveries.

Frequently asked questions

How far in advance should you organise an internship fair?: Start planning 8–10 weeks before the event. Contact companies first, then allow at least 3 weeks for visitor registration, layout planning, catering numbers and printed materials.
When should company registration close for an internship fair?: Close it 3–4 weeks before the fair. This gives you time to check the company list, assign stalls, collect profiles and prepare signage and name badges without repeated last-minute changes.
How many volunteers do you need for an internship fair?: Plan for at least 1 volunteer at registration, 1 person for exhibitor support and 1 roaming coordinator for every 50–75 visitors expected at the same time. Add a dedicated technical contact if presentations are scheduled.
When should you test the equipment for an internship fair?: Test all presentation and registration equipment at least 24 hours beforehand, then do a short check 60–90 minutes before doors open. Bring spare charging cables, power banks and extension cords to avoid delays.

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