At Matern Staffing, we know a thing or two about hosting and attending job fairs—after all, we’ve been involved in over 100 hiring events in our decades of staffing experience. Job fairs are powerful tools for connecting job seekers with potential employers and building community connections. However, their success hinges on effective planning and organization. Here are nine tips to ensure your next job fair is a resounding success.
1. Make a Plan
A job fair without a solid plan is like a ship without a compass. Start by outlining your goals:
- Who is your target audience (job seekers, specific industries)?
- What are your objectives (hiring, networking, awareness)?
- What budget, marketing channels, and logistics are needed?
Define job roles you’re hiring for, potential employer participants, and the resources you’ll need to make it happen. Clear communication among team members is essential to keep everyone aligned and prepared for the event.
2. Create a Budget
A well planned budget ensures you’re equipped to maximize your hiring event reach. Consider costs for venue rental, marketing materials, booth displays, and event staffing. To stretch your budget, host it in-house or partner with local businesses or sponsors for funding or resources. Additionally, invest in paid advertising through social media or search engines to expand your outreach and draw in more attendees.
3. Encourage Pre-Registration
Getting a sense of how many people might attend helps you plan for space, resources, and staffing needs. Encourage job seekers to pre-register online. Not only does this streamline the check-in process, but it also allows you to gather data on your audience ahead of time—such as job interests or skill levels—to tailor the event to their needs. Google Forms and MS Forms are quick, easy solutions that populate to spreadsheets for further data manipulation.
4. Reach Out to Past Attendees
If your organization has hosted job fairs before, you already have a pool of interested candidates to tap into. Reach out to past participants to invite them to the upcoming event. These attendees may still be seeking new opportunities or know others who would benefit from attending. Personalized invitations can go a long way in increasing engagement and turnout.
5. Share, Share, Share
- Promotion is key to a successful job fair. Spread the word far and wide by:
- Partnering with local economic development authorities and chambers of commerce
- Reaching out to employment commissions, second chance centers, and career centers
- Using social media platforms and local podcasts to post regular updates and share event details
- Sending personalized invitations or email newsletters to your subscribers
- Dropping off printed material to local colleges, libraries, community organizations, churches, and schools
The more channels you use to promote the event, the greater your chances of drawing a diverse and qualified audience.
6. Create Incentives & Make It Fun
Who doesn’t love a little extra motivation? Providing incentives such as giveaways, swag bags, or raffle prizes for attendees can make the event more enticing. Fun touches like music, interactive booths, or photo opportunities create a positive and memorable experience for job seekers. Who can forget the 2023 intern fair when we hosted an inflatable axe throwing competition to win prizes?
7. Digitize the Check-In Process
Gone are the days of paper forms. Streamline your event with a digital check-in system that allows attendees to register and sign in quickly. If you’ve got a long line at registration, have a staff member encourage attendees to register via QR code.
Make check-in a simple process by only asking for the necessary information such as name, email, phone, interested position(s), and newsletter subscription option. Digital systems can also help you capture attendee information efficiently, which is invaluable for follow-ups and post-event communications. Not to sound like a broken record, but Google Forms and MS Forms are quick, easy solutions that populate to spreadsheets.
If you’re handing out flyers or cards with information to attendees include a QR code linked to resources on your website. Add link tracking data (such as Google’s Campaign URL Builder) to the QR code. This allows you to measure through Google Analytics how many attendees followed up for more information and the effectiveness of your marketing campaign.
8. Make a Day-Of Plan
Preparation is key to ensuring your job fair runs smoothly on the big day. Even with all the pre-event planning, small details can make or break the experience. Create a detailed day-of checklist to avoid any last-minute surprises. Here are some essential steps to include:
- Check the Weather: If your event is outdoors, double-check the forecast. Bring pop-up tents or weather-resistant materials to protect your display from unexpected rain or intense sun.
- Verify Set-Up Details: Arrive early to confirm your booth location and setup instructions with event or venue staff. This ensures you have plenty of time to arrange your space and troubleshoot any issues.
- Pack Your Booth Gear: Gather all your display materials the day before, including signage, banners, business cards, flyers, and brochures. Don’t forget essentials like pens, notebooks, and giveaways for attendees. Carefully pack all materials in waterproof storage containers if the weather looks gloomy.
- Bring Extra Supplies: Pack items that are easy to overlook but critical, such as extension cords, surge protectors, tape, scissors, and zip ties. These can come in handy for unexpected needs, and you’ll potentially be the hero to that partner you were hoping to connect with.
- Test Technology: If you’re using laptops, tablets, or other tech, test everything beforehand and bring backups (e.g., extra chargers or portable batteries). A tech failure can stall your productivity and affect attendee interactions.
- Coordinate With Staff: Verify final details with the event organizers or venue staff. Confirm the timing, parking, and any amenities like Wi-Fi access. Ensure your team members know their roles and have a plan for breaks.
- Be Flexible and Ready to Adapt: Unexpected situations can arise, from power outages to miscommunication about booth placements. Keep a positive attitude and remain flexible to adapt to any last-minute changes.
By preparing thoroughly and having a well-organized day-of plan, you’ll not only reduce stress but also present your organization as polished and professional—leaving a lasting impression on attendees and potential hires.
9. Analyze the Metrics
Once the job fair concludes, your work isn’t over. Follow up with your attendees and dive into the metrics to evaluate its success. Analyze data like:
- Attendance numbers
- Employer and candidate feedback
- Number of interviews conducted or hires made
Identifying what worked and what didn’t will provide valuable insights for planning even better job fairs in the future.
Hosting a job fair is no small feat, but with the right strategies and preparation, it can be an incredibly rewarding endeavor for everyone involved. By following these nine tips and leveraging the expertise we’ve built over decades, you’ll create an event that not only meets your goals but also strengthens your community by connecting talented individuals with great opportunities.
Ready to host or plan your next job fair? It’s just one of the 13 complimentary services we offer to our clients. Schedule a no-obligation staffing strategy session and let Matern Staffing help you make it a success job fair together!