Job fair checklist: what to arrange and when

A job fair involves more than booking a room and inviting employers. You need time to recruit participating companies, collect accurate employer details, build a practical booth layout and process visitor registrations. The final week is when small omissions cause delays: badges may be unprinted, presentations may be missing, and parking information may not be published. Use this checklist to work through the planning in sequence, from confirming the date and location to preparing the registration desk and catering.

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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
2 people
Approach participating employers
2 people
Employer registration
2 people
Create the booth layout
2 people
Compile program
2 people
Publish registration form
Send invitations
2 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Check employer details
2 people
Collect presentations
Publish parking information
Confirm reservations
Design name badges
Design floor plan
Prepare route signs
Print badges
2 people
Print information materials
2 people
Do the shopping
2 people
Check materials
2 people
Remind employers
Prepare catering
2 people
Chill drinks
2 people
Prepare visitor list

Event

Open venue
2 people
Set out pitches
3 people
Set up tables
4 people
Set up chairs
3 people
Decorate the stands
4 people
Hang banners
2 people
Put up route signs
2 people
Set up registration desk
2 people
Set up the presentation area
3 people
Connect the projector and screen
2 people
Test microphone
2 people
Set up coffee station
2 people
Set out snacks
2 people
Receive employers
3 people
Guide employers to the booths
3 people
Test equipment at each booth
3 people
Staff the registration desk
3 people
Welcome visitors
3 people
Hand out badges
2 people
Distribute program
2 people
Inform employers
2 people
Announce the opening
Facilitate presentations
2 people
Staff the Q&A desk
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Guide photo moments
Direct visitors to booths
2 people
See employers off
2 people
Close the registration desk
2 people
See visitors out
2 people

Aftercare

Turn off projector
Disconnect equipment
2 people
Dismantle stands
4 people
Stack tables and chairs
4 people
Pack leftover catering
2 people
Wash dishes
2 people
Collect waste
3 people
Clean the room
3 people
Clean the restrooms
2 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed items
2 people
Send thank-you email to employers
Send follow-up email to visitors

What to bring

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

Furniture

Tablesqty 30
Chairsqty 120
Registration deskqty 2
High tablesqty 8
Tableclothqty 30
Brochure racksqty 20
Bollardsqty 8

Equipment

Laptopqty 3
Projector
Projection screen
Wireless microphoneqty 2
Speakerqty 2
Power stripqty 8
Extension cordqty 10
Charging stationqty 2
USB stickqty 4
Presentation clickerqty 2
Printer
Cable reelqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120

Kitchen

Coffee makerqty 3
Kettleqty 2
Thermosqty 6
Cool boxqty 4
Serving plattersqty 12
Serving spoonsqty 12
Pliersqty 8
Cutting boardsqty 3
Bread knivesqty 3
Insulated thermosqty 4

Decorations

Company bannersqty 12
Welcome banner
Arrow signqty 12
Menu Boardqty 3
Table décorqty 20
Name badge holdersqty 120

Lighting

LED lampqty 12
Batteriesqty 24

Cleaning

Waste binsqty 12
Mopqty 3
Bucketqty 3
Broomqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Toilet brushqty 3

Printed materials

Name badgesqty 150
Program leafletsqty 150
Pensqty 100
Notepadsqty 100
Clipboardsqty 20
A4 paperqty 2
Printer cartridgesqty 2

Catering

Groceries

Tips

Start by confirming the date and location, then approach employers early enough to allow registration, booth planning and presentation collection. Keep one current list of participating employers and check every company name and contact detail before printing.
Plan the floor layout around the visitor route. Allow space for tables, chairs, brochure racks and high tables, and mark the registration desk clearly so arrivals do not block the entrance.
Set a firm deadline for employer information and presentations at least 7 days before the fair. This gives you time to check files, load them onto the laptop or USB stick, and test the projector, screen, microphone and speaker.
Publish parking and arrival information with the invitations and repeat it in the final reminder. Prepare name badges and the visitor list before the event day; printing them during registration creates a queue immediately.
Buy and check catering supplies before the final day, including cups, glasses, plates, cutlery, coffee equipment and serving platters. Chill drinks in advance and keep a backup extension cord, power strip and cable reel available for the equipment area.

Frequently asked questions

How far in advance should I organise a job fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the date and location first, then allow several weeks to approach employers, open registration and publish invitations.
When should employers register for a job fair?: Set the employer registration deadline 3 to 4 weeks before the event. Keep at least 7 days afterward to verify company details, finalise the booth layout and prepare the floor plan.
When should I collect presentations from employers?: Ask for presentations no later than 7 days before the job fair. Test every file on the event laptop and projector before the final week ends, rather than waiting until employers arrive.
How many name badges should I print for a job fair?: Print one badge for every registered visitor and employer representative, plus about 5% extra for corrections or walk-ins. Prepare the badges at least 2 days before the event and sort them alphabetically or by registration 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.