Career Fair

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Your Career Fair Notion template is a centralized, action-oriented workspace designed to streamline every facet of planning, execution, and post-event review. The Task section of the template is built around five meticulously structured checklists that cover the full lifecycle of your in-person Career Fair for approximately 300–500 attendees. Each task is categorized by stage — Event Concept and Planning, Logistics and Resources, People and Staffing, Marketing and Promotion, and Post-Event Wrap-Up — making it easy to assign responsibilities, set deadlines, and track progress in real time. From the earliest planning stages to the final debrief, this section ensures clarity, accountability, and momentum across your entire team.

Under Event Concept and Planning, tasks will guide you through defining your event’s purpose, curating a thematic identity that speaks to both job seekers and employers, and selecting a venue that balances visibility, accessibility, and professionalism. You'll also find entries for setting key milestones using Notion’s timeline features, establishing KPIs like employer participation rates or attendee engagement scores, and acquiring the necessary permits or venue approvals. The template ensures you think strategically from day one — laying a foundation that aligns your vision with tangible, measurable goals.

The Logistics and Resources category maps out every operational detail you need to manage, from booking equipment and rental furniture to organizing setup and teardown teams. You’ll track vendor contracts, delivery schedules, AV setup plans, and layout diagrams — each as a separate task or sub-task with linked documents and contact info. This section transforms physical planning into structured execution, ensuring every table, sign, charger, and directional arrow ends up exactly where it belongs. The Career Fair layout — divided into zones by industry or function — is also referenced here for accurate floor planning.

Within People and Staffing, your template includes assignments for every individual or group involved in running the event. Each task highlights responsibilities such as staffing the check-in desk, overseeing employer booths, managing volunteers, and coordinating info desks or emergency support. Training schedules, role briefings, and shift assignments are laid out here as individual checklist items. In tandem with the Marketing and Promotion section — which contains content planning, registration links, partner coordination tasks, and social campaign rollout — these entries ensure you attract the right audience and maintain seamless event-day operations through empowered, informed staff.

Lastly, your Notion template includes comprehensive sections for Budget, Attendees, and Documents, each designed to give you granular control over key data. The Budget section enables real-time tracking of all event-related expenses (e.g., signage, tech rentals, catering) with fields for vendor details, payment status, and critical dates. The Attendees section helps you monitor registration and engagement for both job seekers and participating employers, storing contact info and status updates. Meanwhile, the Documents section serves as a hub for contracts, booth maps, promotional materials, and feedback forms — keeping every file and URL linked to the appropriate task or timeline entry. Together, these features give you a powerful command center for planning a Career Fair that’s organized, effective, and future-proof.

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