How to organize an internship fair from start to finish

An internship fair needs more than a row of tables and a registration form. Start by fixing the date and venue, then give participating organizations enough time to confirm their details and booth needs. Open visitor registration early, track dietary requirements and use the registration data to prepare badges and information packs. In the final week, confirm the floor plan, print signs and arrange catering. On the day, check power, seating, registration materials and wayfinding before visitors arrive.

Organize this event for free with Lizzt

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
Publish registration form
4
Send invitations
2 people
5
Post promotion on social media
6
Distribute posters
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Check organization details
2 people
10
Create the booth layout
2 people
11
Make reservations
12
Export visitor list
13
Prepare name badges
2 people
14
Print stand signs
15
Print the program and floor plan
2 people
16
Assemble info packs
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Prepare catering
3 people
20
Pick up venue keys
21
Bring materials to the venue
3 people
22
Check the Venue
2 people
23
Set up tables
4 people
24
Set up chairs
4 people
25
Place booth numbers
2 people
26
Set up the information desk
2 people
27
Set up registration tables
2 people
28
Lay out name badges
29
Hang up floor plans
2 people
30
Hang decorations
3 people
31
Connect presentation screen
2 people
32
Test microphone
2 people
33
Check the lighting
2 people
34
Set up coffee station
3 people
35
Set out snacks
3 people
36
Place waste bins
2 people

Event

37
Receive participating organizations
3 people
38
Guide exhibitors to their stands
3 people
39
Staff the registration desk
2 people
40
Welcome visitors
3 people
41
Explain the program
42
Support exhibitors
2 people
43
Serve coffee and tea
3 people
44
Refill drinks
2 people
45
Serve snacks
3 people
46
Facilitate presentations
2 people
47
Check the sound level
48
Monitor visitor flow
2 people
49
Collect used cups
2 people
50
Check stock
51
Provide evening break catering
3 people
52
Inform last visitors
2 people
53
Check out exhibitors
2 people
54
Collect lost and found items

Aftercare

55
Switch off equipment
2 people
56
Clean up catering
3 people
57
Clear tables and chairs
4 people
58
Remove decorations
3 people
59
Collect waste
3 people
60
Wash dishes
3 people
61
Clean the room
4 people
62
Pack up materials
3 people
63
Lock up the venue
2 people
64
Return borrowed materials
2 people
65
Take waste to the collection point
2 people
66
Send a thank-you gift to participants
67
Archive photos and files

What to bring

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

Furniture

Tablesqty 32
Chairsqty 180
Registration deskqty 2
High tablesqty 8
Clothes racksqty 4

Equipment

Laptopsqty 3
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 12
USB sticksqty 3
Power banksqty 4

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Small bowlsqty 24

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 8

Decorations

Table signsqty 32
Wayfinding signsqty 12
Trade show bannerqty 2
Buntingqty 8
Tableclothsqty 32
Plantsqty 12

Lighting

LED lightsqty 8
Desk lampsqty 10

Cleaning

Waste binsqty 10
Mop setsqty 2
Dustpan and brushqty 3
Cleaning glovesqty 6
Bucketsqty 4

Catering

Groceries

Paper goods

Name badgesqty 220
Program leafletsqty 250
Floor plansqty 250
Sign-up listsqty 6
Notepadsqty 40
Pensqty 80
Markersqty 24
Tapeqty 8
Double-sided tapeqty 6
Scissorsqty 6
Staplersqty 4
Staplesqty 8
Clipboardsqty 8
Envelopesqty 100

Safety

Cable matsqty 12
Non-slip matsqty 8
Flashlightsqty 4
Emergency exit signsqty 6

Tips

Set the date and venue before contacting organizations, then allow at least 6–8 weeks for confirmations, promotion and registration. Ask each organization for its name, logo or stand details, contact person and equipment needs.
Publish the registration form as soon as the participating organizations are confirmed. Close or review registrations 3–5 days before the fair so you can export the visitor list, prepare name badges and count catering accurately.
Create the booth layout before printing stand signs or the floor plan. Leave clear walking routes between tables, place the registration desk near the entrance and check that laptops, projectors and microphones have access to power.
Confirm dietary requirements at least 5 days before the event and use the final number of visitors when shopping. Prepare coffee, drinks and catering in separate service areas so the registration desk does not become crowded.
Use the final setup check to catch the items people often forget: venue keys, extension cords, power strips, USB sticks, power banks, booth numbers and wayfinding signs. Arrive 2–3 hours before opening to set up tables, chairs and signs and test presentation equipment.

Frequently asked questions

How far in advance should you organize an internship fair?: Start planning 6–8 weeks before the fair. That gives organizations time to confirm, visitors time to register and you enough time to produce the booth layout, badges, printed materials and catering order.
When should registration for an internship fair open?: Open visitor registration as soon as the date, venue and participating organizations are confirmed, usually 4–6 weeks before the event. Review the final list 3–5 days beforehand for badges, catering and attendance planning.
How many hours before an internship fair should setup start?: Allow 2–3 hours for setup, depending on the number of booths and equipment checks. Set up tables and chairs first, then booth numbers, signs, registration materials, catering and audiovisual equipment.
What should I confirm with companies attending an internship fair?: Confirm each organization’s name, contact person, booth requirements and presentation equipment at least 2 weeks before the fair. Recheck the details 3–5 days before printing signs and finalizing the floor plan.

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.