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How to Setup a Job Fair

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Whether the national employment rate is high or low, employees are constantly coming and going -- meaning employers are constantly in need of good new hires. If your organization has access to job seekers, hosting a job fair is one way to recruit them. In planning a job fair, give yourself at least a few months to work out the logistics.

Discuss the details with your leadership team. Agree upon a date during which no other big events are happening within your organization. Discuss how many job seekers to you expect during the event and the number of employers you need to attend. Decide on a location for the event, based on the availability of conference or convention rooms within your building. If your organization doesn't have room, reserve space at a local convention center, hotel conference center or other large facility. Discuss which resources you want to provide at the fair. You may decide to provide employers in attendance with booths for meeting potential employees as well as offer lectures or a formal luncheon, with discussion on a certain topic.

Create an information sheet for employers taking part in the job fair. Include information about the cost of booth space and opportunities for speakers. Provide information on expect attended and demographics that are represented. For example, if you're a representative of a small college, you might tell employers about the most common degrees that students pursue, along with their age range. Also include information about sign-up deadlines. Save the information sheet in PDF format so it can be sent via email to employers. Post the information on your company's website also.

Contact your network of company representatives to invite them personally to your job fair. Call your career counselors or human resources representatives and ask them to share the information with the employers or recruiters with whom they work.

Create a flier about the career fair to share with the public. Include information about employers slated to attend, the date, time and location of the job fair. Provide directions so people can find it. Email the flier to people on your list of potential attendees. Send a copy of the flier to local media outlets and print copies to be posted on community bulletin boards.

Manage the logistics of the job fair. Order food and drink.. Rent tables, chairs, stages or audio equipment that are needed. Purchase name tags to be given to individuals participants. Discuss the details of the fair with your staff, explaining what each person is responsible to do and the length of time they can expect to be at the job fair. Develop a process for communicating with staff members during the fair, such as using two-way radios or text messages.


After the fair, hold a meeting with your team to discuss what went well and what you can improve upon the next time.