Recruitment fair checklist: what to arrange and when

A recruitment fair depends on more than inviting companies and putting out tables. You need a clear audience, confirmed exhibitors, a workable floor plan, visitor registration and reliable technical support. Start by fixing the date and venue, then build the exhibitor and visitor information around the programme. In the final week, check badges, signage, catering, presentations, power and Wi-Fi so companies can focus on meeting candidates rather than solving practical problems.

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 date and location
Define the trade fair concept and target audience
2 people
Contact participating companies
2 people
Create a registration form for visitors
Create a registration form for companies
Develop visitor profile
2 people
Design the trade show floor plan
2 people
Assign pitch locations
2 people
Send invitations
2 people
Publish social media posts
Collect company information
2 people
Collect company logos
Compile program
2 people
Record speakers and presentations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
Buy drinks and snacks
2 people
Order printed materials
Recruit volunteers
2 people
Send exhibitor information
Check visitor list
2 people
Prepare name badges
2 people
Send directions
Check technical requirements
2 people
Collect presentations
Prepare booth decor
2 people
Bring materials to the venue
3 people
Check venue and rooms
2 people
Unpack groceries
2 people
Mark the booth layout
2 people
Set up tables and chairs
4 people
Build stage walls
4 people
Hang stand signs
2 people
Set up registration desk
2 people
Set up the presentation area
3 people
Connect the projector and screen
2 people
Test power supply
2 people
Check the lighting
Prepare registration materials
2 people
Sort name badges
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Set out snacks
2 people
Place information signs
2 people

Event

Welcome exhibitors
3 people
Guide exhibitors to their stands
3 people
Run final presentation test
2 people
Register visitors
4 people
Welcome visitors
2 people
Answer visitors' questions
2 people
Facilitate presentations
2 people
Communicate schedule changes
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check toilets
Wave goodbye to visitors
2 people
Check out exhibitors
2 people

Aftercare

Clean up catering
3 people
Collect materials
4 people
Dismantle stand walls
4 people
Put the tables and chairs back
4 people
Collect waste
3 people
Clean the venue
3 people
Switch off equipment
2 people
Check rented equipment
2 people
Return materials
2 people
Clear away leftover catering
2 people
Register lost and found items
Send thank-you message to companies
Send follow-up email to visitors
Archive registration details

What to bring

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

Furniture

Tablesqty 28
Chairsqty 180
Bar stoolsqty 12
Registration deskqty 2
Stoolsqty 8
Display wallsqty 40
Clothes racksqty 4

Equipment

Laptopsqty 5
Tabletsqty 4
Projector
Projection screen
Laptop speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 16
Chargersqty 10
Power banksqty 4
Wi-Fi boostersqty 2

Registration

Badge holdersqty 220
Badge holders with lanyardqty 220
Pensqty 40
Clipboardsqty 10
Visitor formsqty 250
Registration formsqty 250
Name stickersqty 250
Cash register case

Decorations

Company postersqty 25
Direction signsqty 12
Program postersqty 8
Tableclothsqty 30
Banner standsqty 6
Flagsqty 8
Plantsqty 12

Lighting

LED lampsqty 12
Light standsqty 6
Battery lampsqty 8

Tableware

Coffee cupsqty 220
Glassesqty 220
Mugsqty 80
Platesqty 220
Cutlery setsqty 220
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Small bowlsqty 20

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop setqty 2
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the date, venue and target audience before contacting companies. Give exhibitors a firm registration deadline so you have time to assign pitch locations and publish an accurate programme.
Create separate registration forms for visitors and companies. Ask visitors for their profile and dietary requirements, and collect company logos, contact details and presentation information before printing materials.
Design the floor plan around movement, not just available tables. Leave clear routes to the registration desk, presentation area and refreshments, and assign every company its location before sending exhibitor information.
Confirm technical requirements with each speaker and exhibitor at least 7 days before the fair. Check laptops, projectors, microphones, speakers, chargers, extension cords, power strips and Wi-Fi in the actual room.
Prepare the final visitor list, name badges and directions no later than the day before. Keep spare badge holders, pens, clipboards and registration forms at the desk, and brief volunteers on check-in and wayfinding.

Frequently asked questions

How far in advance should I organise a recruitment fair?: Start planning at least 8 to 12 weeks before the event. Confirm the date and location first, then allow several weeks to contact companies, process registrations, build the programme and order printed materials.
When should companies register for a recruitment fair?: Set the company registration deadline 3 to 4 weeks before the fair. That gives you time to collect logos and company information, assign pitch locations and send complete exhibitor instructions.
How many volunteers do I need for a recruitment fair?: Plan on at least 1 volunteer for every 50 to 75 visitors expected, with extra support at the registration desk during the first hour. Add one person responsible for technical checks and speaker support if presentations are scheduled.
When should I check the equipment for a recruitment fair?: Check the projector, screen, microphones, speakers, laptops, chargers, power connections and Wi-Fi at least 7 days beforehand. Repeat a short room check on the morning of the fair, because cables, outlets and network access can change.

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.