Job Fair Checklist: What to Arrange and When

A job fair needs two plans running together: one for employers and one for visitors. Start by securing the venue, date and timetable, then open registrations early enough to check employer details and build a workable floor plan. In the final weeks, focus on badges, route signs, presentation equipment, catering and volunteer cover. Use this checklist to keep registrations, stall assignments, deliveries and on-site setup moving in the right order.

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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

Reserve venue
Record date and times
Invite employers
2 people
Send visitor invitations
2 people
Open the registration form
Process employer registrations
2 people
Process visitor registrations
2 people
Collect dietary requirements
Check employer details
2 people
Assign stalls
2 people
Create floor plan
Send parking information
Update participant list
Put together the presentation program
2 people
Confirm speakers
Schedule volunteers
Confirm deliveries
Design badges
Design route signs
Assemble info packs
2 people
Print badges
2 people
Print maps
Print route signs
Pick up catering
2 people
Do the shopping
2 people
Bring materials to the venue
3 people
Inspect venue
2 people
Set up tables and chairs
4 people
Set up exhibition walls
3 people
Set up employer booths
6 people
Set up registration desk
2 people
Set up catering table
2 people
Set up the presentation area
2 people
Hang up decorations
2 people
Put up route signs
2 people
Connect the technical equipment
2 people
Test laptops and printers
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set out snacks
2 people

Event

Staff the registration table
2 people
Receive employers
2 people
Register visitors
3 people
Hand out badges
2 people
Inform visitors
2 people
Support employers
2 people
Announce presentations
Facilitate presentations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep catering tables clean
Empty trash bins
2 people
Check stock
Inform last visitors
2 people
See employers off
2 people

Aftercare

Catering breakdown
3 people
Switch off equipment
2 people
Gather employer materials
3 people
Clear tables and chairs
4 people
Dismantle booth walls
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Return materials
3 people
Return borrowed items
2 people
Clear away leftover catering
2 people
Archive registration details
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Tablesqty 24
Chairsqty 120
Bar stoolsqty 12
Registration desk
Changing room screensqty 8
Waste binsqty 8
Clothes racksqty 4

Equipment

Laptopsqty 4
Printer
Monitor screen
Presentation laptop
Speakersqty 2
Microphone
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Power stripsqty 10
Extension cordsqty 8
USB sticksqty 4

Paper goods

Badge holdersqty 180
Lanyardsqty 180
Clipboardsqty 20
Notepadsqty 150
Ballpoint pensqty 200
A4 paperqty 3
Envelopesqty 200
Name stickersqty 200
Presentation foldersqty 20
Information leafletsqty 500
Route signsqty 12
Tapeqty 6
Scissorsqty 4
Markersqty 24

Decorations

Bannersqty 6
Flagsqty 20
Tableclothsqty 24
Arrow stickersqty 30
Balloonsqty 100

Lighting

LED lightsqty 8
Light Stripsqty 4

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 6
Serving spoonsqty 12

Kitchen

Cutting boardsqty 3
Knivesqty 6
Thermos flasksqty 4
Storage binsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20
Cleaning sprayqty 4

Catering

Groceries

Tips

Open employer registration before visitor registration if stall capacity is limited. Allow at least 2 weeks to review employer details, assign stalls and update the participant list before sending final visitor information.
Create the floor plan before printing maps, badges or route signs. Leave clear space around the registration desk, presentation area, changing room screens and main walkways so queues do not block stalls.
Confirm every presentation speaker and the presentation program at least 7 days before the fair. Test the presentation laptop, monitor screen, speakers and microphone together, rather than checking each item separately.
Schedule volunteers in shifts of 2 to 3 hours and assign specific jobs, including registration, directions and room support. Give the registration team laptops, a printer, badges, lanyards and spare A4 paper before doors open.
Confirm deliveries and catering 48 hours before the event, then check coffee machines, kettles, coolers, power strips and extension cords during setup. Collect dietary requirements with registration and keep the final list at the catering point.

Frequently asked questions

How early should I start organizing a job fair?: Start at least 8 to 12 weeks before the event. Secure the venue and date first, then allow time to invite employers, open registrations, process applications and build the floor plan.
When should employers register for a job fair?: Open employer registration around 6 to 8 weeks before the fair and close it at least 2 weeks before the event. That gives you time to check details, assign stalls and print accurate maps and badges.
How many volunteers do I need for a job fair?: Plan for at least 1 volunteer at registration, 1 person for directions and 1 person for presentation or room support during busy periods. Add one volunteer for every 50 to 75 expected visitors if queues or multiple entrances are likely.
When should I print job fair badges and route signs?: Print badges, maps and route signs 3 to 5 days before the fair, after employer and visitor details are checked. Keep spare blank badges, name stickers and A4 paper available for late changes on the day.

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.