Internship fair checklist: what to arrange and when

An internship fair needs more than a room, tables, and a list of exhibitors. You need time to collect company details, publish registration, assign pitches, prepare visitor information, and test presentation equipment. Start with the venue and exhibitor list, then move to registration and layout planning before printing anything. Use the final week for confirmations, catering, badges, maps, and equipment checks so the event team is not solving basic problems at the door.

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 location and date
Compile exhibitor list
2 people
Invite exhibitors
2 people
Publish registration form
Invite attendees
2 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Collect exhibitor details
2 people
Create the booth layout
2 people
Assign pitch locations
Finalize the program
2 people
Send exhibitor letter
Send visitor confirmation
Design name badges
Print name badges
2 people
Print visitor list
Set out exhibitor badges
Print the map
Do the shopping
2 people
Pick up catering
2 people
Check materials
2 people
Test the equipment
2 people
Remind exhibitors

Event

Open venue
2 people
Receive deliveries
2 people
Set up tables and chairs
4 people
Set up exhibitor booths
4 people
Set up registration desk
2 people
Build the catering buffet
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Hang signs
2 people
Test presentations
2 people
Test microphone
Welcome exhibitors
3 people
Hand out exhibitor materials
2 people
Brief the registration team
2 people
Register visitors
3 people
Hand out name badges
2 people
Explain the program
Give the opening speech
Guide exhibitors
2 people
Lead information sessions
2 people
Restock catering
2 people
Refill drinks
2 people
Refill coffee and tea
Empty trash bins
2 people
Check toilets
Guide photo moments
Collect contact details
2 people
Announce evening program
Deliver closing remarks
Wave goodbye to visitors
2 people
Check out exhibitors
2 people
Gather presentation materials
3 people
Take down exhibitor booths
4 people
Clean up catering
3 people
Switch off equipment
2 people

Aftercare

Put furniture back
4 people
Collect waste
2 people
Clean the venue
3 people
Wash dishes
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftovers
2 people
Thank exhibitors
Send visitor thank-you gifts
Archive contact details securely
Process invoices and receipts

What to bring

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

Furniture

Tablesqty 28
Chairsqty 180
Bar stoolsqty 12
Coat racksqty 4
Clothes hangersqty 80
Tableclothsqty 30
High tablesqty 8

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Screensqty 6
HDMI cablesqty 8
HDMI adaptersqty 6
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 14
Extension cordsqty 12
Charging stationsqty 4
Presentation clickersqty 3
Power banksqty 6

Tableware

Coffee cupsqty 180
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Washing-up basinsqty 6

Decorations

Display panelsqty 26
Directional signsqty 14
Welcome sign
Information boardsqty 8
Buntingqty 8
Plantsqty 20
Table numbersqty 30
Adhesive stripsqty 10

Lighting

LED lampsqty 12
Mood lightingqty 6

Registration

Registration tablesqty 2
Name badge holdersqty 200
Lanyardsqty 200
Clipboardsqty 6
Desk pensqty 30
Registration formsqty 220
Program bookletsqty 220
Visitor foldersqty 200
Exhibitor foldersqty 30
Wristbandsqty 220

Cleaning

Waste binsqty 14
Hand broomsqty 3
Litter pickersqty 2
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2

Catering

Groceries

Tips

Confirm the venue and date before inviting exhibitors. Once you know the room capacity, entrances, power points, and available furniture, you can create a realistic booth layout and assign pitch locations.
Collect exhibitor details and dietary requirements through the registration process, then set a clear deadline at least 7 days before the fair. Late replies often affect the program, catering numbers, badges, and visitor information.
Create the booth layout before printing the map or visitor list. Leave enough space for queues, coat racks, charging stations, and access to tables, rather than filling every available area with booths.
Test every presentation setup at least 24 hours in advance. Check laptops, projectors, screens, HDMI cables, adapters, microphones, speakers, power strips, and extension cords with the equipment you will use on the day.
Prepare an arrival pack for both groups: exhibitor badges, visitor confirmations, name badges, the map, and the final program. Open the venue early enough to set out badges, check materials, collect catering, and brief exhibitors before visitors arrive.

Frequently asked questions

How far in advance should I start planning an internship fair?: Start at least 6 to 8 weeks before the event. Confirm the location and date first, then allow time to invite exhibitors, publish registration, process replies, and finalize the program.
When should exhibitors receive their booth locations?: Send booth assignments and the exhibitor letter around 7 days before the fair, once registrations and the layout are stable. Send a final reminder 1 to 2 days before opening.
How many name badges and visitor lists should I print?: Print one badge for every registered visitor and exhibitor, plus about 5% extra for late changes or damaged badges. Print at least two copies of the visitor list: one for registration and one as a backup.
When should I arrange catering for an internship fair?: Confirm catering quantities 3 to 5 days before the event, using the latest attendee and exhibitor numbers. Pick it up or arrange delivery early enough to set out coffee cups, glasses, plates, cutlery, serving trays, and drinks before the first arrivals.

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.