Internship fair checklist: organise every detail

An internship fair needs more than company invitations and a row of tables. You need a clear programme, confirmed exhibitors, visitor registrations, a workable floor plan and equipment that has been tested before doors open. This checklist puts the work in a practical order, from setting the date and contacting companies to printing badges, coordinating deliveries and preparing the registration desk. Use it to spot details that are often left until the last week, especially dietary information, presentation materials and power requirements.

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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

Set the date and program
2 people
Contact participating companies
2 people
Open the registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check the company list
Assign stalls
2 people
Make reservations
Order catering
Work out the floor plan
2 people
Design signage
Design name badges
Compile program
2 people
Create visitor information
Confirm participants
2 people
Collect company profiles
2 people
Request presentation materials
Order print materials
Assign volunteers
2 people
Coordinate deliveries
Test the equipment
2 people
Remind participants
Print badges and forms
2 people
Do the shopping
3 people
Chill drinks
2 people
Collect materials
3 people
Mark the room layout
3 people
Set up tables and chairs
6 people
Build stage walls
4 people
Hang up stand numbers
2 people
Distribute power outlets
2 people
Connect presentation screens
3 people
Set up registration desk
3 people
Build the catering buffet
3 people
Set up coffee station
2 people
Set up signage
3 people
Lay out the programs
2 people
Sort badges
2 people
Set out stand materials by company
3 people

Event

Welcome companies
3 people
Guide companies to their booths
3 people
Check booth setup
2 people
Staff the registration desk
2 people
Welcome visitors
3 people
Register visitors
3 people
Hand out programs
2 people
Open booths
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Support the technical setup
2 people
Facilitate presentations
2 people
Staff the information desk
2 people
Explain the route to the booths
2 people
Designate diet options
Check stock
2 people
Guide visitor flow
3 people
Inform last visitors
2 people
See visitors out
3 people
Have the stands dismantled
3 people
Gather company materials
3 people

Aftercare

Switch off equipment
2 people
Cool catering leftovers
2 people
Clear tables and chairs
5 people
Dismantle stand walls
4 people
Sort materials
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Check the equipment
2 people
Collect lost and found items
Pack return materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Archive participant lists
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 and programme before contacting companies, then give exhibitors a firm response deadline. Allow at least two weeks between final confirmations and the fair so you can assign stalls and resolve gaps.
Close visitor registration early enough to process names and dietary requirements. A practical deadline is 3–5 days before the fair; after that, print badges and forms and prepare an updated registration list.
Draw the floor plan around visitor flow, not just available tables. Keep the registration desk at the entrance, leave clear routes between stalls, and confirm where display walls, clothes racks, storage bins and bar stools will go.
Ask companies for presentation materials and technical requirements at least one week in advance. Test laptops, screens, projectors, speakers and microphones together, and provide extension cords, power strips and charging cables where needed.
Confirm catering quantities after registration closes and count service items as well as food. Prepare coffee pots, thermos flasks, cups, glasses, plates, cutlery, serving trays and tongs, then assign volunteers to setup, registration, deliveries and pack-down.

Frequently asked questions

How far in advance should I organise an internship fair?: Start contacting participating companies at least 8–12 weeks before the fair. Set the programme and registration process first, then reserve space, order catering and arrange equipment with enough time for changes.
When should registration close for an internship fair?: Close standard registration 3–5 days before the event. Use the final list to collect dietary requirements, print badges and forms, confirm catering numbers and prepare the registration desk.
How many volunteers do I need for an internship fair?: Plan for at least 1 volunteer at registration, 1 person managing exhibitors and equipment, and 1 person handling deliveries and room changes. Add 1 volunteer for every 50–75 visitors if the fair has several entry waves or multiple presentation areas.
When should I test the equipment for an internship fair?: Test all laptops, presentation screens, projectors, projection screens, speakers and microphones 1–2 days before the fair, then do a short power and connection check on the morning itself. Keep spare charging cables and power banks available.

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.