Internship fair checklist: what to arrange and when

An internship fair has two parallel planning tracks: getting organizations and visitors registered, then making the venue work for both groups. Start by confirming the date and location, contacting participating organizations, and opening registration. In the final week, check organization details, finalize the booth layout, print badges and signs, and prepare information packs. On the day, allow time for keys, room checks, furniture, booth numbers, catering, drinks and technical equipment 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

Confirm date and location
Reach out to participating organizations
2 people
Publish registration form
Send invitations
2 people
Post promotion on social media
Distribute posters
2 people
Process registrations
2 people
Collect dietary requirements
Check organization details
2 people
Create the booth layout
2 people
Make reservations
Export visitor list
Prepare name badges
2 people
Print stand signs
Print the program and floor plan
2 people
Assemble info packs
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Pick up venue keys
Bring materials to the venue
3 people
Check the Venue
2 people
Set up tables
4 people
Set up chairs
4 people
Place booth numbers
2 people
Set up the information desk
2 people
Set up registration tables
2 people
Lay out name badges
Hang up floor plans
2 people
Hang decorations
3 people
Connect presentation screen
2 people
Test microphone
2 people
Check the lighting
2 people
Set up coffee station
3 people
Set out snacks
3 people
Place waste bins
2 people

Event

Receive participating organizations
3 people
Guide exhibitors to their stands
3 people
Staff the registration desk
2 people
Welcome visitors
3 people
Explain the program
Support exhibitors
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks
3 people
Facilitate presentations
2 people
Check the sound level
Monitor visitor flow
2 people
Collect used cups
2 people
Check stock
Provide evening break catering
3 people
Inform last visitors
2 people
Check out exhibitors
2 people
Collect lost and found items

Aftercare

Switch off equipment
2 people
Clean up catering
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
4 people
Pack up materials
3 people
Lock up the venue
2 people
Return borrowed materials
2 people
Take waste to the collection point
2 people
Send a thank-you gift to participants
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 planning deadline around the venue, not just the fair date. Confirm the date and location first, then allow at least 2 weeks to process registrations and check organization details before printing badges, stand signs and floor plans.
Keep exhibitor and visitor information separate. Export the visitor list after registration closes, while the organization details should be checked before assigning booth numbers and creating the booth layout.
Treat the floor plan as an arrival tool, not just a printout. Print the program and floor plan, prepare wayfinding signs, and place booth numbers where visitors can see them before reaching the registration desk.
Test every technical item in the room before setup is finished. Check laptops, the projector, screen, wireless microphones and speakers together, and run extension cords and power strips where they cannot become trip hazards.
Plan catering and drinks by service time. Chill drinks before guests arrive, prepare coffee machines, kettles and thermos flasks in advance, and collect dietary requirements early enough to adjust the catering order.

Frequently asked questions

How far in advance should I organize an internship fair?: Confirm the date and location at least 6 to 8 weeks ahead. That gives participating organizations time to respond and leaves roughly 2 weeks before the fair for registration processing, layout changes and printed materials.
When should registration close for an internship fair?: Close visitor registration 3 to 5 days before the fair if you need an accurate visitor list and name badges. Keep a small on-site registration process ready for late arrivals, using the registration desk and spare badges.
How long does it take to set up an internship fair?: Allow at least 2 to 3 hours for a room with tables, chairs, a registration desk and multiple booths. Add extra time if you need to test a projector, screen, microphones and speakers or prepare catering on site.
What should I print for an internship fair?: Print name badges, stand signs, booth numbers, the program and floor plan, plus wayfinding signs. Finish printing at least 2 days beforehand so missing organization details or layout changes can still be corrected.

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.