Internship fair checklist

An internship fair depends on more than confirming companies and opening registration. You also need time to assign stalls, collect dietary requirements, prepare badges and information folders, and test the equipment exhibitors will use. Start with the date, venue, and exhibitor outreach, then move through registration, layout, communications, shopping, and the final room setup. This checklist keeps those steps in sequence so small details do not delay the opening.

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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

Confirm date and location
Reach out to participating organizations
2 people
Open the registration form
Send invitations
2 people
Publish promotional text
Process registrations
2 people
Collect dietary requirements
Maintain the exhibitor list
Assign stalls
2 people
Make reservations
Send exhibitor information
Prepare the layout
Check the route directions
Check the shopping list
2 people
Design name badges
Design signage
Assemble information folders
2 people
Print attendance list
Lay out badges and wristbands
2 people
Confirm exhibitors by phone
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Check safety and escape routes
2 people
Clear the hall floor
4 people
Set up stand tables
4 people
Set up chairs
3 people
Place tablecloths
2 people
Number exhibitor booths
2 people
Hang up signage
2 people
Set up registration desk
2 people
Prepare presentation materials
2 people
Place info folders at the stands
2 people
Set up coffee station
2 people
Set up the snack buffet
2 people
Check toilets

Event

Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Staff the registration desk
2 people
Welcome visitors
2 people
Hand out badges
2 people
Inform visitors
2 people
Check stands
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the buffet tidy
Empty trash bins
2 people
Check route signs
Restock supplies at the coffee point
Lead a photo moment at the booths
Inform last visitors
2 people
See exhibitors off
2 people
Close the registration desk
2 people

Aftercare

Gather presentation materials
3 people
Dismantle stand materials
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean coffee station
2 people
Collect waste
3 people
Clean the room
3 people
Remove signage
2 people
Collect lost and found items
Lock up the venue
2 people
Return rental items
2 people
Store leftover materials
2 people
Archive participant details
Send thank-you message
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 participating organizations before publishing the fair widely. Keep the exhibitor list current, assign each stall, and send final exhibitor information early enough for companies to check arrival details and equipment needs.
Close registration with enough time to process attendance data and dietary requirements. Print the attendance list, prepare name badges and wristbands, and place them at the registration desk before doors open.
Prepare the floor layout before setup day, including standing tables, visitor tables, chairs, screens, clothes racks, and clear routes between stalls. Mark the layout on site so furniture does not block escape routes or the hall floor.
Test every power-dependent item before exhibitors arrive, including the laptop, tablets, presentation screens, label printer, extension cords, power strips, USB chargers, and mobile Wi‑Fi hotspot. Keep power banks available for devices that cannot stay plugged in.
Finish refreshments and room checks before opening time. Chill drinks, set out coffee cups, glasses, plates, cutlery, and serving trays, then check safety routes, signage, registration materials, and the cleared hall floor in one final walkthrough.

Frequently asked questions

How far in advance should I organize an internship fair?: Start contacting participating organizations at least 8 to 12 weeks before the fair. Open registration and publish the promotional text once the date, location, and initial exhibitor list are confirmed.
When should registration close for an internship fair?: Close registration about 7 to 10 days before the event. That gives you time to process registrations, collect dietary requirements, print the attendance list, and prepare badges and folders.
When should I assign stalls to exhibitors?: Assign stalls after the exhibitor list is stable, usually 2 to 3 weeks before the fair. Send the layout and exhibitor information at least 7 days before arrival so organizations can plan their setup.
What should I check on the day of an internship fair?: Complete the venue walkthrough at least 60 minutes before doors open. Check escape routes, the cleared hall floor, signage, registration materials, power connections, screens, refreshments, and the final exhibitor list.

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.