Recruitment day checklist: what to arrange and when

A recruitment day needs more than a programme and a room. You have to bring companies on board, match the participant profile to the event, manage registrations and prepare discussion rounds. This checklist puts those steps in a workable order, from setting the date to printing badges and checking company equipment. It also covers details that are easy to leave until the last week, such as dietary requirements, directions, table assignments and the printed materials at reception.

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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

Set the date and program
2 people
Reserve venue and rooms
2 people
Approach companies and recruiters
3 people
Define the participant profile
2 people
Publish registration form
Send invitations
2 people
Post on social media
Process registrations
2 people
Confirm registrations
Collect dietary requirements
Collect company profiles
2 people
Inform recruiters
2 people
Schedule discussion rounds
2 people
Send program to attendees
Book catering
Reserve equipment
Assign company tables
2 people
Send directions
Follow up on registrations
2 people
Print name badges
2 people
Print participant list
Print discussion cards
Compile program brochures
3 people
Check company equipment
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Bring materials to the venue
3 people

Event

Open venue
2 people
Test the equipment
2 people
Set up tables and chairs
5 people
Set up recruiter stands
6 people
Set up the reception desk
2 people
Prepare registration materials
2 people
Sort name tags
2 people
Set up the presentation area
3 people
Set up catering
4 people
Prepare coffee and tea
2 people
Brief reception team
3 people
Recruiter briefing
3 people
Register participants
3 people
Serve welcome drinks
2 people
Deliver the welcome speech
2 people
Supervise company presentations
2 people
Moderate the Q&A
Serve coffee break
3 people
Lead discussion rounds
4 people
Refill drinks
2 people
Refill snacks
2 people
Serve diet meals
2 people
Restock the buffet
3 people
Facilitate the networking session
3 people
Announce final talks
Handle the closing
2 people
Guide participants at departure
3 people

Aftercare

Collect leftover materials
3 people
Wash dishes
3 people
Separate waste
2 people
Clear tables and chairs
5 people
Clean the venue
4 people
Switch off the equipment
2 people
Lock up the venue
2 people
Return materials
3 people
Return borrowed items
2 people
Thank the companies
2 people
Follow up with participants
2 people
Forward contact details

What to bring

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

Furniture

Reception desk
Corporate tablesqty 12
Bistro tablesqty 8
Chairsqty 80
Bar stoolsqty 12
Tableclothsqty 20
Clothes racksqty 2
Waste binsqty 6

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 100
Wine glassesqty 80
Beer glassesqty 80
Platesqty 100
Dessert platesqty 80
Cutlery setsqty 100
Serving spoonsqty 12
Small bowlsqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Paring knivesqty 4
Pliersqty 8
Serving plattersqty 16
Serving trays with lidsqty 8
Plate racksqty 4

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 8
Wireless microphonesqty 2
Presentation clickerqty 2
Power banksqty 4
Speakersqty 2
First aid kit
Flashlightsqty 2
Toolbox
Gaffer tapeqty 4
Scissorsqty 4
Measuring tape

Decorations

Welcome sign
Direction signsqty 8
Table signsqty 20
Vasesqty 12
Artificial flowersqty 24
Company table bannersqty 12
Display standsqty 12
Name badge holdersqty 80
Name badgesqty 80
Wristbandsqty 80
Program leafletsqty 80
Conversation cardsqty 100
Pensqty 100
Clipboardsqty 12
Flip chartsqty 4
Markersqty 24
A4 insert sleevesqty 100
Notepadsqty 80
Badge lanyardsqty 80

Lighting

Standing lampsqty 6
Mood lightingqty 4
Batteriesqty 24

Catering

Groceries

Cleaning

Trash bins with lidsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Rubber glovesqty 6
Paper towelsqty 8

Tips

Set the date, programme and room layout before inviting companies. Allow at least 6–8 weeks for companies to confirm, submit their profiles and provide equipment requirements.
Close registration administration several days before the event. Confirm attendance, collect dietary requirements and use the final participant list to prepare name badges, discussion cards and table assignments.
Send the programme and directions to attendees at least 3 days beforehand. Include the arrival time, reception location, discussion-round schedule and any information they need to bring.
Check catering against the confirmed headcount, not the number of invitations. Plan separate quantities for coffee, tea, water and meals, and verify that cups, glasses, plates and cutlery are available before delivery day.
Run a venue and equipment check on the day before setup. Test the laptop and projector, inspect company equipment, place the reception desk and tables, and put waste bins and clothes racks where people can find them.

Frequently asked questions

How far in advance should I organise a recruitment day?: Start planning at least 6–8 weeks before the event. This gives companies time to confirm, participants time to register and you time to finalise discussion rounds, catering and room setup.
When should I send recruitment day invitations?: Send the first invitations once the date, programme outline and venue are confirmed, ideally 4–6 weeks in advance. Send a final confirmation with directions and the detailed programme about 3 days before the event.
When should recruitment day registration close?: Close registration 5–7 days before the event if possible. Use that deadline to confirm attendance, collect dietary requirements and produce the participant list, badges and discussion materials.
How do I prepare companies for a recruitment day?: Ask each company for its profile, attendee names and equipment needs at least 2 weeks beforehand. Send the schedule and table assignment after the discussion rounds are set, and check any laptops, presentations or other equipment the day before.

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