How to organize an internship fair
An internship fair works best when exhibitor coordination, visitor registration and the floor plan are developed together. Start by confirming the date and venue, then recruit participating organizations before opening registration. As responses come in, keep one current exhibitor list, assign stalls and send each organization clear arrival and setup information. In the final week, check equipment, printed materials, refreshments, access routes and the registration desk so the event team is not solving practical problems while visitors arrive.
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
Reach out to participating organizations
2 people
- 3
Open the registration form
- 4
Send invitations
2 people
- 5
Publish promotional text
- 6
Process registrations
2 people
- 7
Collect dietary requirements
- 8
Maintain the exhibitor list
- 9
Assign stalls
2 people
- 10
Make reservations
- 11
Send exhibitor information
- 12
Prepare the layout
- 13
Check the route directions
- 14
Check the shopping list
2 people
- 15
Design name badges
- 16
Design signage
- 17
Assemble information folders
2 people
- 18
Print attendance list
- 19
Lay out badges and wristbands
2 people
- 20
Confirm exhibitors by phone
- 21
Do the shopping
2 people
- 22
Chill drinks
2 people
- 23
Open venue
2 people
- 24
Check safety and escape routes
2 people
- 25
Clear the hall floor
4 people
- 26
Set up stand tables
4 people
- 27
Set up chairs
3 people
- 28
Place tablecloths
2 people
- 29
Number exhibitor booths
2 people
- 30
Hang up signage
2 people
- 31
Set up registration desk
2 people
- 32
Prepare presentation materials
2 people
- 33
Place info folders at the stands
2 people
- 34
Set up coffee station
2 people
- 35
Set up the snack buffet
2 people
- 36
Check toilets
Event
- 37
Welcome exhibitors
3 people
- 38
Guide exhibitors to their booths
3 people
- 39
Staff the registration desk
2 people
- 40
Welcome visitors
2 people
- 41
Hand out badges
2 people
- 42
Inform visitors
2 people
- 43
Check stands
2 people
- 44
Serve coffee and tea
2 people
- 45
Serve snacks
2 people
- 46
Refill drinks
2 people
- 47
Keep the buffet tidy
- 48
Empty trash bins
2 people
- 49
Check route signs
- 50
Restock supplies at the coffee point
- 51
Lead a photo moment at the booths
- 52
Inform last visitors
2 people
- 53
See exhibitors off
2 people
- 54
Close the registration desk
2 people
Aftercare
- 55
Gather presentation materials
3 people
- 56
Dismantle stand materials
4 people
- 57
Clear tables and chairs
4 people
- 58
Wash dishes
2 people
- 59
Clean coffee station
2 people
- 60
Collect waste
3 people
- 61
Clean the room
3 people
- 62
Remove signage
2 people
- 63
Collect lost and found items
- 64
Lock up the venue
2 people
- 65
Return rental items
2 people
- 66
Store leftover materials
2 people
- 67
Archive participant details
- 68
Send thank-you message
- 69
Process outstanding invoices
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Standing tablesqty 20
- Visitor tablesqty 10
- Chairsqty 80
- Registration desk
- Bar stoolsqty 6
- Tableclothsqty 30
- Clothes racksqty 4
Equipment
- Laptopqty 2
- Tabletsqty 2
- Presentation screensqty 4
- Extension cordsqty 12
- Power stripsqty 12
- USB chargersqty 8
- Mobile Wi‑Fi hotspotqty 2
- Label printer
- Power banksqty 6
Tableware
- Coffee cupsqty 80
- Glassesqty 100
- Platesqty 100
- Forksqty 100
- Knivesqty 100
- Spoonsqty 100
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Serving traysqty 6
- Scissorsqty 10
- Utility knivesqty 4
- Cutting boardsqty 4
- Serving tongsqty 6
Decorations
- Booth bannersqty 20
- Logo and name signsqty 20
- Flagsqty 8
- Plant decorationqty 12
- Poster puttyqty 10
- Cable tiesqty 100
- Markersqty 12
- Ballpoint pensqty 50
- Notepadsqty 40
- Clipboard foldersqty 6
- Name badgesqty 150
- Wristbandsqty 150
- Information foldersqty 120
- Display standsqty 20
- Notice boardsqty 10
- Directional arrowsqty 20
- Bollardsqty 8
Lighting
- LED lampsqty 12
- Desk lampsqty 10
- Emergency lightingqty 2
Cleaning
- Waste binsqty 10
- Mop setqty 2
- Dustpan and brushqty 3
- Cleaning glovesqty 6
- Microfiber clothsqty 20
Catering
- Groceries
Tips
- Confirm the venue before inviting organizations, including the opening time, available furniture, power supply and escape routes. A layout with standing tables, visitor tables, chairs and presentation screens can require more floor space and extension cords than expected.
- Give exhibitors a firm reply deadline and confirm attendance by phone before finalizing the stall plan. Send the layout, arrival instructions, assigned stall and equipment details at least 5 days before the fair.
- Open visitor registration early enough to process names and dietary requirements before the event. Print the attendance list and prepare name badges, wristbands and information folders no later than the day before.
- Plan the registration desk as a working station, not just a table: allow room for a laptop or tablets, a label printer, chargers and a mobile Wi‑Fi hotspot. Keep power banks and USB chargers available if devices will be used throughout the day.
- Complete the venue walk-through before opening: check directions, clear the hall floor, test screens and power strips, and verify escape routes. Chill drinks and set out coffee equipment only after the room and exhibitor areas are ready.
Frequently asked questions
- How early should I start organizing an internship fair?
- Start at least 8 to 12 weeks before the fair. Confirm the date and venue first, then contact participating organizations before opening visitor registration.
- When should exhibitors receive their stall assignment?
- Send each exhibitor its stall assignment, layout and arrival information at least 5 days before the event. Call any organization that has not confirmed before you finalize the floor plan.
- How many registration staff do I need for an internship fair?
- Plan on 1 registration staff member per 75 to 100 expected visitors during the busiest arrival period. Add a second person if badges, wristbands or on-site registration must be handled at the same desk.
- What should I check on the morning of an internship fair?
- Allow 60 to 90 minutes before opening for the final check. Test the laptop, tablets, screens, Wi‑Fi and power strips, place badges and attendance lists at registration, and verify escape routes and clear walkways.
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.
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