Recruitment fair checklist: what to arrange and when

A recruitment fair depends on many small handoffs: employers need confirmed stand space, speakers need a finished programme, and participants need clear registration and parking information. Start with the date, venue and participant profile, then build the exhibitor list and programme before opening registration. In the final week, focus on numbers, dietary requirements, badges, floor plans, presentations and equipment. This checklist keeps the planning sequence clear so practical details do not get left until event morning.

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 participant profile
2 people
Invite employers
2 people
Invite speakers
Compile program
2 people
Publish registration form
Send invitations
2 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Assign employer stands
2 people
Confirm exhibitors
Book catering
Order print materials
Design name badges
Create floor plan
Recruit volunteers
Assign volunteers
Reserve equipment
Collect presentations
Send parking information
Check registrations
2 people
Share final numbers
Print name badges
2 people
Print participant lists
Put together the exhibitor pack
2 people
Check materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare registration table
2 people
Set up booth materials
3 people
Set up tables
3 people
Set up chairs
3 people
Set up the presentation area
2 people
Connect the technical equipment
2 people
Hang up signage
2 people

Event

Welcome exhibitors
3 people
Register exhibitors
2 people
Supervise booth setup
3 people
Set up catering
3 people
Staff the registration desk
2 people
Welcome visitors
3 people
Hand out name badges
2 people
Explain the program
Deliver the opening presentation
2 people
Guide employer booths
3 people
Facilitate presentations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Serve diet meals
2 people
Restock the buffet
3 people
Facilitate the networking session
2 people
Inform last visitors
2 people
Check out exhibitors
2 people

Aftercare

Collect stand materials
3 people
Dismantle furniture
3 people
Switch off the equipment
2 people
Wash dishes
3 people
Sort waste
2 people
Clean the room
3 people
Inventory materials
2 people
Return borrowed items
2 people
Clear away leftover catering
Send thank-you message
Follow up contact details
2 people

What to bring

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

Furniture

Reception tablesqty 2
Beer tablesqty 12
High tablesqty 10
Chairsqty 120
Table skirtsqty 12
Clothes racksqty 4
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving plattersqty 20

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 2
Presentation clickersqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Induction platesqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 10
Pliersqty 8
Measuring cupsqty 2
Thermos flasksqty 6
Coolersqty 4

Decorations

Company table bannersqty 20
Welcome banner
Plant decorationqty 12
Table décorqty 20
Directional signsqty 12
Program boardsqty 6

Lighting

LED lampsqty 8
Standing lampsqty 4

Catering

Name badge holdersqty 150
Napkin holdersqty 12
Water dispensersqty 4
Coffee potsqty 4
Buffet risersqty 12
Diet labelsqty 30
Menu holdersqty 12
Groceries

Cleaning

Mop setsqty 2
Bucketsqty 3
Broom setsqty 2
Dustpan and brushqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20
Hand soap dispensersqty 6
Towel dispensersqty 6

Office

Clipboardsqty 12
Pensqty 100
Markersqty 24
Rolls of tapeqty 8
Notepadsqty 100
A4 foldersqty 20
Staplersqty 4
Scissorsqty 6
Cable tiesqty 100
Duct tapeqty 4
Labelsqty 200
Table number cardsqty 20

Tips

Set the date and venue before inviting employers or speakers. You need the room capacity, available power and layout options before assigning stands or planning catering.
Open registration only after the programme and exhibitor list are clear enough to publish. Collect dietary requirements in the form, then give the caterer the final number before the event.
Create the floor plan before ordering or moving furniture. Mark reception tables, employer stands, high tables, chairs, waste bins and the location of presentation equipment so volunteers know where everything goes.
Check audiovisual equipment at least one day before the fair. Test the laptop, projector, screen, wireless microphones, speakers, clicker, extension cords and power strips in the actual room.
Use the final week for information that is easy to forget: confirm exhibitors, send parking instructions, collect presentations, assign volunteers and print participant lists and name badges after registrations close.

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 venue first, then allow time to invite employers and speakers, publish registration and order printed materials.
When should registration close for a recruitment fair?: Close registration 3 to 5 days before the fair if catering and badges depend on the numbers. Use the remaining days to check registrations, confirm dietary requirements and print participant lists.
How many volunteers do I need for a recruitment fair?: Plan at least 1 volunteer for registration and 1 person for room or exhibitor support for every 50 to 75 participants. Add a separate technical contact if presentations or microphones are part of the programme.
When should I make the recruitment fair floor plan?: Draft the floor plan 2 to 3 weeks before the event, once exhibitor participation is sufficiently confirmed. Finalise it after the registration deadline so reception, stands, seating and equipment match the expected attendance.

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.