Student-Employer Day planning checklist

A Student-Employer Day needs more than confirmed companies and a printed schedule. You have to coordinate employer information, registrations, workshop rooms, booths, catering, volunteers and presentation technology in the right order. Start with the audience and programme, then secure employers and rooms before opening registration. In the final week, check dietary requirements, name badges, equipment, signage and the participant list so employers can focus on meeting students.

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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 program and target audience
2 people
Approach employers
2 people
Confirm employers
2 people
Reserve venue rooms
Book catering
Finalize the program
2 people
Publish registration form
Send invitations
2 people
Request employer information
2 people
Collect company profiles
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Arrange employer booths
2 people
Set up the workshop rooms
2 people
Assess technical requirements
2 people
Design signage
Prepare name badges
2 people
Check participant list
2 people
Print the program
Send employer briefing
Send the final participant email
Check stock and materials
2 people
Do the shopping
2 people
Fill coolers
2 people
Prepare snacks
3 people

Event

Set up the registration table
2 people
Open venue
2 people
Set up tables
4 people
Set up chairs
4 people
Build employer booths
6 people
Set up workshop rooms
4 people
Connect the technical equipment
2 people
Hang up signage
2 people
Hang up decorations
3 people
Set out coffee and tea
2 people
Chill drinks
2 people
Set out snacks
3 people
Sort name badges
2 people
Receive employers
3 people
Guide employers to the booths
2 people
Brief the registration team
Receive participants
4 people
Hand out name badges
3 people
Serve welcome drinks
3 people
Deliver the opening presentation
2 people
Guide employer booths
4 people
Lead the workshops
4 people
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
2 people
Collect glasses and tableware
2 people
Empty trash bins
2 people
Send participants to the networking drink
2 people
Set out snacks
3 people
Host the networking drinks reception
4 people
Serve hot snacks
4 people
See employers off
2 people
Serve the last round
2 people
See participants off
3 people

Aftercare

Catering breakdown
3 people
Dismantle employer booths
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean the venue
4 people
Count materials
2 people
Return materials
2 people
Store leftover stock
2 people
Register lost and found items

What to bring

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

Furniture

Tablesqty 12
Bistro tablesqty 8
Chairsqty 110
High tablesqty 10
Coat racksqty 2
Stoolsqty 20
Waste binsqty 8
Clothes hangersqty 120
Tableclothsqty 20

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Presentation clickersqty 2
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Mobile chargersqty 6
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 3

Tableware

Glassesqty 140
Coffee cupsqty 100
Platesqty 140
Forksqty 140
Knivesqty 140
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12
Bowlsqty 20

Kitchen

Thermos flasksqty 6
Coffee filtersqty 150
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Measuring cupsqty 3
Ice packsqty 20
Serving tablesqty 4

Decorations

Company bannersqty 12
Name card holdersqty 30
Flower arrangementsqty 8
Table décorqty 20
Balloonsqty 100
Balloon ribbonqty 2
Sticky tackqty 6
Adhesive tapeqty 8
Directional signsqty 12
Program boardsqty 4
Chalkboardsqty 4
Chalk markersqty 8

Paper goods

Name badgesqty 120
Badge holdersqty 120
Program leafletsqty 130
Participant listsqty 10
Notepadsqty 120
Ballpoint pensqty 150
Evaluation formsqty 100
Name stickersqty 150
A4 paperqty 2
Markersqty 12

Lighting

LED light stringsqty 6
LED table lampsqty 10

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the programme and target audience before contacting employers. This gives companies a clear reason to participate and helps you decide how many workshop rooms, tables and volunteers are needed.
Confirm employers before publishing the registration form. Collect each company’s profile, presentation needs and booth requirements early enough to place them in the programme and send a complete employer briefing.
Close registration several days before the event if possible. Use the final list to prepare name badges, print the programme, assign volunteers and send participants one clear email with timings and practical information.
Check every workshop room for technology at least one day ahead. Test laptops, projectors, screens, clickers, HDMI cables, extension cords, power strips, microphones and speakers rather than assuming everything will work on arrival.
Count catering and service items from the confirmed registrations, including dietary requirements. Check coffee machines, kettles, coolers, cups, glasses, plates, cutlery, serving spoons, waste bins and tablecloths before shopping or setup.

Frequently asked questions

How far in advance should I organise a Student-Employer Day?: Start planning at least 8 to 12 weeks ahead. Use the first weeks to define the audience and programme, approach and confirm employers, reserve rooms and book catering. Open registration only once the core schedule is stable.
When should employers be confirmed for a Student-Employer Day?: Aim to confirm employers 4 to 6 weeks before the event. Request company profiles and technical requirements at the same time, so booths, workshops, signage and the final programme can be arranged without last-minute changes.
When should registration close for a Student-Employer Day?: Close registration 3 to 5 days before the event when possible. That leaves time to process registrations, collect dietary requirements, prepare name badges, check the participant list and send the final participant email.
What should I check the day before a Student-Employer Day?: Check rooms, booths, seating, signage, printed programmes, badges, catering supplies and all presentation equipment the day before. Also confirm volunteer assignments and make sure employers have received their briefing.

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.