Job Fair Toolkit: A Practical Guide and Best Practices for Organizing

Job Fair Toolkit: A Practical Guide and Best Practices for

Organizing, Conducting, and Attending Job Fairs

Armenia Social Protection Systems Strengthening Project

USAID SO 3.4

111-C-00-06-000676-00

AECOM International Development

September 2007

USAID ARMENIA SOCIAL PROTECTION SYSTEMS

STRENGTHENING PROJECT

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This document was made possible with the support of the American People through

the U.S. Agency for International Development (USAID). The contents of this

document are the sole responsibility of the authors and do not necessarily reflect the

views of USAID or the US Government.

JOB FAIR TOOLKIT:

A Practical Guide and Best Practices

for Organizing, Conducting, and Attending Job Fairs

Prepared for the

RoA State Employment Services Agency

Jane Daly

USAID/SPSS

Component 2: Employment Services

Team Leader

September 2007

Yerevan

TABLE OF CONTENTS

An Introduction to Job Fairs and Job Fair Planning…………………………………… 1

A. What is a Job Fair……………………………………………………………. 1

B. Planning and Organizing Job Fairs………………………………………… 1

C. Layout and Use of this Job Fair Manual…………………………………… 2

Steps and Activities to Organize and Implement Job Fairs…………………………… 3

A. SESA Administrative Staff…………………………………………………….. 3

B. Job Fair Organizing Team and Stakeholders……………………………… 3

C. Team Leader………………………………………………………………….. 6

D. Marketing and Sponsorship Coordinator…………………………………… 7

E. Logistics and Staffing Coordinator………………………………………….. 8

F. Employer Coordinator………………………………………………………… 10

G. Signage and Graphics Designer…………………………………………….. 11

H. Secretary / Administrative Aid……………………………………………….. 12

Tips and Activities Before, During, and After the Job Fair…………………………….. 13

A. Just Before the Fair…………………………………………………………… 13

B. During the Fair…………………………………………………………………. 13

C. After the Fair……………………………………………………………………. 14

Job Fair Information and Guidelines for Job Seekers…………………………………… 15

Optimizing Your Success at Job Fairs – 50 Tips for Job Seekers…................ 16

Job Fair Guidelines for Employers…............................................................................ 19

A. What is a Job Fair....................................................................................... 19

B. Guidelines and Tips for Participating in a Job Fair…………………………. 19

Attachments:

1. Example of Job Fair needs analysis………………………………………………. 22

2. Example of announcement for pre-Job Fair informational

and promotional purposes……………………………………………….…………. 24

3. Example of employer registration letter and form………………………………… 25

4. Example of job vacancy listing form to be completed by employers…………… 27

5. Example of leaflet advertising a Job Fair…………………………………………. 28

6. Example of Job Fair employer listing (part of packet

distributed to job seekers upon arrival at Job Fair)……………………………… 29

7. Example of announcement of Job Fair orientation for job seekers……………. 30

8. Example of announcement of Job Fair orientation for employers……………… 31

9. Example of supply and equipment checklist……………………………………… 32

10. Example of Job Fair evaluation for job seekers………………………………….. 33

11. Example of Job Fair evaluation for employers…………………………………… 34

Text Boxes (details and information of key Job Fair topics):

Job Fair Needs Analysis……………………………………………………………….. 3

Job Fair Organizing and Implementation Team – Main Responsibilities…………. 4

Job Fair Goals and Objectives………………………………………………………… 4

Example of First Stages of Job Fair Timeline……………………………………….. 5

TABLE OF CONTENTS (Cont.)

Text Boxes (details and information of key Job Fair topics) cont:

Job Fair Packet………………………………………………………………………… 6

Job Fair Budget Items………………………………………………………………… 6

The Importance of Marketing………………………………………………………… 7

Sponsorship Basics…………………………………………………………………… 8

Job Fair Brochures……………………………………………………………………. 8

Job Fair Event Team – Main Tasks…………………………………………………. 9

Using Volunteers for the Job Fair……………………………………………………. 10

Training Tips for Job Fair Event Team………………………………………………. 10

Guidelines for Company Participation in Job Fairs………………………………… 10

Giveaways and ‘Freebies’…………………………………………………………….. 11

The Importance of Signs at the Job Fair…………………………………………….. 11

1

AN INTRODUCTION TO JOB FAIRS

AND JOB FAIR PLANNING

A. WHAT IS A JOB FAIR?

A Job Fair is an event where a number of employers and job seekers come together for the

purpose of applying and interviewing for jobs. Defined more precisely, a Job Fair is an

employment strategy to fast-track the meeting of job seekers and employers.

Ordinarily, Job Fairs are single day affairs held in metropolitan areas once to several times a

year. Job Fairs are typically held in large assembly halls with a booth for each employer. At

the front of each booth is a table that displays company brochures and information. Usually,

several company representatives staff each booth, standing behind tables as they talk to job

seekers. Some companies decorate their booths with banners and signs. Job Fairs range

in size from 10 – 100 employers with many hundreds of job seekers. Even small Job Fairs

can be busy events with lines of job seekers waiting to see company representatives.

Companies participate in Job Fairs to screen candidates for existing or future job openings.

Companies also participate to introduce themselves as a desirable place to work and to

promote their company. At the very least, companies will get exposure at Job Fairs, while at

the most they can make rapid hires of highly qualified applicants.

For job seekers, Job Fairs are a convenient way to apply with several companies and to get

immediate interviews. Job Fairs also enable job seekers to scope-out employers and to

gather company and career information. What can job seekers realistically expect from a Job

Fair? They can certainly obtain company and career information. They may even get an

interview at the Job Fair. However, the goal is to get ‘in-house’ interviews at companies

shortly after the Job Fair. Job seekers should be advised that it’s unlikely they’ll walk away

from the Job Fair with a new job!

Employer representatives invest a lot of time and resources to participate in Job Fairs. As

such, companies appreciate job seekers who are well prepared and have a professional

attitude. Job Seekers appreciate company representatives who are easy to approach and

have clear answers to their questions.

If employer representatives and job seekers both prepare adequately, Job Fairs can be great

successes for everyone!

B. PLANNING AND ORGANIZING JOB FAIRS

Long before employers and job seekers meet at the Job Fair, Job Fair organizers are busy

laying the groundwork – establishing objectives; locating a venue; allocating the budget;

targeting sponsors; marketing and advertising; soliciting company participation; procuring

booths and tables; and training Job Fair staff. It’s quickly apparent that much planning and

preparation precede the actual Job Fair event. For some SESA staff, the details of

organizing a professional-level Job Fair are daunting! That’s why this toolkit was developed

– to provide comprehensive yet concise steps to stage a successful Job Fair!

2

C. LAYOUT AND USE OF THIS MANUAL

This Job Fair Toolkit consists of six main sections:

1. An Introduction to Job Fairs and Job Fair Planning

2. Steps and Activities to Organize and Implement Job Fairs

3. Tips and Activities Before, During, and After the Job Fair

4. Job Fair Information and Guidelines for Job Seekers

5. Job Fair Guidelines for Employers

6. Attachments (actual forms, ads, and other useful tools)

Section 2, Steps and Activities to Organize and Implement Job Fairs, provides specific tasks

for each member of the Job Fair Organizing Team (e.g., tasks for the Team Leader,

Marketing Coordinator, Logistics Coordinator, and so on). Interspersed in the listing of tasks

are ‘text boxes’ that provide details and information on key topics. Furthermore, this symbol

“>>” refers readers to relevant forms and tools contained in the Attachments.

Sections 1, and 3-5 are self-explanatory (the titles describe their content). These Sections

are straightforward and easy for readers to use.

Please note that Section 3 (Job Fair Information and Guidelines for Job Seekers) and

Section 4 (Job Fair Guidelines for Employers) can be copied and given directly to job

seekers and employers to help them understand and function in Job Fairs.

3

STEPS AND ACTIVITIES TO ORGANIZE

AND IMPLEMENT JOB FAIRS

A. SESA ADMINISTRATIVE STAFF (National Office level)

1. Conduct a Job Fair needs analysis to evaluate necessity, viability, benefit and cost of

Job Fairs. Consider the following questions:

>> See Attachment 1 – Job Fair Needs Analysis Form

2. If the needs analysis indicates benefit, proceed and specify a budget for the Job Fair.

Designate SESA staff to preside over Job Fairs (to set targets, oversee Job Fair

provision, and insure continuous overall improvement of Job Fairs).

3. Appoint Job Fair Team Leaders at the Regional or Local Office levels.

B. JOB FAIR ORGANIZING TEAM and STAKEHOLDERS (Regional or

Local Office level)

1. Each Job Fair Team Leader (in respective Regions or Local Offices) should

designate members of their Job Fair Team. The following chart shows Team

positions and responsibilities-titles are not important, functions are important

.

JOB FAIR NEEDS ANALYSIS

A. Considering the current and projected job market, are job fairs needed?

B. Do sufficient job vacancies exist in specific regions to justify supporting and

conducting job fairs?

C. What specific improvements / benefits will job fairs yield:

1) Are employers having difficulty filling vacancies? If so, will job fairs

attract a sizeable number of highly qualified applicants?

2) Are job seekers having difficulties accessing employers? Will job fairs

improve employer access?

3) Will job fairs produce beneficial exposure and public relations for

employers, the NES, industries, communities, and regions?

4) Ultimately, will job fairs help improve regional work and business

climates? To what extent will they help promote national

employment?

D. What will job fairs cost? Consider the following outlays: a) staff time to plan,

organize, host, and follow-up job fairs; b) facilities, equipment and supplies; c)

public event permits, insurance, security, etc.

E. Does NES have financial resources and staff capabilities to organize and host

job fairs?

F. Will job fair outcomes (tang ble and subjective benefits) offset overall costs?

G.

Can NES administrators and management wholly commit to undertaking and

supporting job fairs?

4

JOB FAIR ORGANIZING & IMPLEMENTAION TEAM – MAIN RESPONSIBILITIES

Position Responsibilities

Team Leader

Marketing & Sponsorship

Coordinator

Logistics & Staffing

Coordinator

Employer Coordinator

Signage & Graphics

Designer

Secretary / Administrative

Aid

Responsible for overseeing all facets of Job Fair planning,

organization, and implementation

Responsible for Job Fair promotion and public relations, and

for attaining sponsors and donors

Responsible for procuring Job Fair venue; providing

equipment, supplies, and services; and staffing and

management of the Job Fair

Responsible for attracting and committing employers

(companies) to the Job Fair; providing guidelines for employer

participation; and serving participants’ needs before, during,

and after the Job Fair

Responsible for creating Job Fair logo and theme-art;

designing brochures, posters, and banners, and promotional

materials; and designing and fabricating Job Fair signs

Responsible for providing general clerical and secretarial

functions, and for assisting all members of the Job Fair

Organization Team with miscellaneous tasks

2. Hold initial meeting of the Job Fair Team and review, clarify, and refine groundwork

issues, such as:

 team member responsibilities and tasks

 Job Fair goal and objectives

 scope of Job Fair (dependant on budget and resources)

 tentative dates (consider weather, holidays, conflicting events)

 potential venues

 potential sponsors

 major logistical issues (e.g., public event permits, insurance, etc.)

 major tasks and timeframes

 possible themes (tied to goals or objectives, or derived from contemporary

vocational / employment topics)

JOB FAIR GOALS AND OBJECTIVES

A goal is the general purpose of the Job Fair. It explains why the Job Fair is being held and

provides a road map for the planning process. Goals are not task-oriented. In most cases,

the goal will be the same from year to year. Here are some examples of Job Fair goals:

 To facilitate the hiring needs of local companies and the employment needs of

local job seekers

 To provide a venue to bring together employers and job seekers

 To stimulate and promote the local economic and employment climate

An objective is a measurable, attainable target that when completed contributes to the

accomplishment of the goal. It is specific and contains timeframe elements. Here are

examples of Job Fair objectives:

 decrease regional unemployment by 10% from the previous year

 improve employer perception and satisfaction with the National Employment

Service (as measured by a satisfaction survey of employers)

 promote the region to attract foreign investment opportunities (as measured by

number of inquiries by foreign investors)

Remember - setting goals and objectives is critical to Job Fair success!

5

3. On the second meeting of the Job Fair Team (1-2 weeks after the first meeting),

consider stakeholders (people or organizations that may have a vested interest in the

Job Fair). Stakeholders include:

 employers

in the region

 job seekers

in the region

 the providers

of the Job Fair (the SESA in this case) who organize, provide,

and conduct the Job Fair

 sponsors

or donors / contributors who may provide money or in-kind

products to help fund and support the Job Fair

 exhibitors

who might show products or services at the Job Fair

 vendors

who might supply products or services to carry out the Job Fair

Form a stakeholders group consisting of key SESA staff, several participating

employers, and sponsors. If desired, include a limited number of job seekers,

vendors, and exhibitors in the stakeholders group. Hold several Stakeholder

meetings during the planning and organization phase of the Job Fair to discuss and

obtain feedback on objectives, activities, schedules, etc.

4. Also on the second meeting, develop a detailed timeline that identifies milestones

and dates

EXAMPLE OF FIRST STAGES OF TIMELINE

| o | o | o |

Jan Feb Mar Apr

A.-----------------|

B.

C.------|

D.

E.-------|

F.

G.-----------------|

H.-------------------------- |

I.----------------------------|

J.-------------------|

K.

………………………………………….Z.

A. Job Fair Leader designates members of Job Fair Team

B. Team holds first meeting to discuss & decide groundwork issues (e.g., goals &

objectives, venue, date, scope of Fair, logistical issues, potential sponsors, etc.)

C. Team members develop individual plans & timelines for assigned tasks & activities

D. Team meets to coordinate & consolidate timelines & form stakeholders group

E. Team members assemble cost figures for individual outlays

F. Team meets to generate detailed budget allocation

G. Logistics Coordinator acquires venue & obtains necessary permits & insurance

H. Marketing Coordinator targets sponsors and attains sponsorship agreements

I. Employer Coordinator targets companies and attains participation agreements

J. Graphics Designer creates logo & theme-art; initiates drafting of brochures & banners

K. Stakeholders meeting to discuss & obtain feedback on objectives, activities, schedules

Z. Job Fair held!

5. During subsequent meetings of the Job Fair Organization Team, carry out the

following activities:

 Generate a detailed budget allocation

 Provide regular updates on tasks and activities

 Discuss problems, delays and constraints – create solutions

 Make and coordinate assignments

 Revise the Job Fair timeline on an ongoing basis

 Plan and design the Job Fair packet

6

JOB FAIR PACKET

The Job Fair packet is distributed to job seekers at the Job Fair. It consists of the following

information:

 a summary / description of the Job Fair

 a list of companies represented at the Job Fair

 a map of booth locations and facilities at the Job Fair

 sponsor information and advertiser ads

 company profiles

 description and schedule of workshops (if applicable)

 job seeker aids (blurbs and checklists on topics such as ‘Job Search Tips, Resume

Tips, Job Fair Tips, etc.)

 contact information (telephone and email addresses for Job Fair Team)

 Job Fair evaluation for job seekers

Make the packet appear professional:

 have a well designed cover showing the Job Fair logo, sponsor logos, and theme-

based art

 use uniform types and fonts with interesting formatting

 include graphics and pictures

>> See Attachments 6 & 10 – Job Fair listing sheet and Job Fair evaluation for job seekers

C. TEAM LEADER

The Team Leader is responsible for overseeing all facets of Job Fair planning, organization,

and implementation.

Tasks of the Team Leader include:

1. Control Job Fair budget and procurement

JOB FAIR BUDGET ITEMS

What should you include in the budget – the answer to this is EVERYTHING! Job Fairs do

cost money, so careful allocation of the budget is essential. Here is a list of basic items

found in Job Fair budgets:

 Venue / facility rental



Utilities (electricity, etc.)



Equipment (including rental of booth partitions, tables, chairs)



Supplies



Advertising and promotions



Printing costs (brochures, signs, banners, forms, Job Fair packets, etc.)



Decorations



Job Fair staff

2. Preside over marketing, logistics, employer relations, event staffing, and operations

3. network with stakeholders, employer groups, and community officials and councils

4. Lead development of Job Fair goals and objectives

5. Oversee development and adherence to Job Fair procedures

6. Direct Team members – assigns responsibilities, tasks, and activities

7. Ensure provision of staff, time, resources, supplies, etc., as needed to organize and

conduct the Job Fair

8. Monitor all activities

7

9. Monitor Job Fair preparation and implementation timelines

10. Make corrective actions as needed

11. Motivates Job Fair Team

12. Call and coordinate meetings

13. Ensure Job Fair sponsorship

14. Report to National Office Director of Job Fairs

D. MARKETING AND SPONSORSHIP COORDINATOR

The Marketing and Sponsorship Coordinator is responsible for Job Fair promotion and public

relations, and for attaining sponsors, donors, exhibitors, and advertisers

Tasks of the Marketing and Sponsorship Coordinator include:

1. Develop detailed plans and timeline for assigned tasks and activities

2. Develop a plan to publicize the Job Fair via print and electronic media

3. Compose and prepare ads, announcements, flyers, brochures, posters, and

billboards (in consultation with graphics designer and word processor)

4. Coordinate printing and distribution of ads, announcements, etc.

5. Procure radio and TV advertisement

6. Write press releases and arrange media coverage of Job Fair events

>> See Attachments 2 & 5 – Job Fair announcement and ad

THE IMPORTANCE OF MARKETING

Job Fair marketing is serious business. Marketing and promotion are necessary for strong

attendance. Good marketing tells employers and job seekers why they need to attend the

Job Fair and what’s in it for them. Employers and job seekers need to be convinced that

your Job Fair is worth attending. Job Fair goals and objectives play an important role in

marketing - if they’re clear the promotional campaign will be clear-cut

Here are some common marketing methods:

 advertisements

 signs

 brochures

 flyers

 e-mail blast

 fax distribution list

 mailing list

 networking

 partnerships with other organizations

 past participation

 press / media release

7. Identify and target potential corporate or company sponsors

8. Visit appropriate corporate executives to sell benefits of Job Fair sponsorship

9. Facilitate agreement on sponsorship details (e.g., appearance of corporate logos on

printed media, corporate recognition in press coverage and radio / TV spots, etc.)

10. Attain agreements on terms of sponsorship (e.g., memorandums of understanding,

contracts, etc.)

11. Consider hosting a reception for sponsors

8

SPONSORSHIP BASICS

Sponsorships are in! Companies spend billions of dollars sponsoring all types of events

(including Job Fairs). Having sponsors is the best way to augment meager Job Fair

budgets. Sponsorships are a win-win opportunity – sponsors get exposure to targeted

audiences, and the SESA gets additional resources to produce high-quality Job Fairs.

Sponsors should understand the Job Fair’s goals and should be approached from the

standpoint of creating a long-term partnership. Don’t approach them just because they

have something you want. Understand what they need from the relationship and then build

a sponsorship package. Personally contact sponsors and explain the tangible benefits of

sponsorship.

Sponsorship exposure can include:

 recognition with Job Fair participants

 pre Job Fair mailings

 logo on items

 web site banner ads

 promotional materials

 ads, announcements

 job Fair registration kit

 signs

 media coverage

12. Identify and enlist donors to contribute supplies, equipment, food, workshops,

speakers, t-shirts, entertainment, etc., for the Job Fair. (Try to make arrangements

with a local photocopier company to provide a copier on-site. In return you can offer

some free advertising)

13. Attain agreements with donors and contributors

14. Consult members of the Job Fair Organizing Team to determine desirability and

appropriateness of including exhibitors and advertisers at Job Fair. (Advertisers can

defray costs of the Job Fair packet.)

15. Work with the Graphics Designer and Secretary to draft necessary documents and

forms (e.g., brochures, ads, participation agreements, etc.)

JOB FAIR BROCHURES

Brochures can be costly, but they set the image for the Job Fair. Plus, attendees like having

something tangible from the Job Fair. Brochures need to have visual impact and strong

content. Be sure your promotional materials include the following:

 Job Fair title and theme

 Date and time

 Location address and directions

 Description of Job Fair

 Workshop blurbs and schedule (if applicable)

 Contact information (telephone numbers of Job Fair Team to answer questions)

 Who should attend

 Benefits of attending

 Objectives (from the job seekers’ perspective)

 Testimonials from previous attendees (both employers and job seekers)

 Sponsors

E. LOGISTICS AND STAFFING COORDINATOR

The Logistics and Staffing Coordinator is responsible for procuring the Job Fair venue;

providing equipment, supplies, and services; and staffing and management of the Job Fair

9

Tasks of the Logistics and Staffing Coordinator include:

1. Develop detailed plans and timeline for assigned tasks and activities

2. Acquire venue (e.g., community center, auditorium, plaza). Consider size

requirements, suitability for Job Fair set-up, public access and transport, parking,

etc.). Attain agreement on venue usage

3. Obtain necessary permits and insurances

4. Plan and diagram lay-out of venue (e.g., position and arrangement of booths, tables,

registration desk, workshop or presentation areas, signs, and decorations)

5. Develop plan for placement, set-up, and take-down of booths, tables, chairs, etc.

6. Make an emergency plan outlining procedures for fire, medical emergencies,

violence, and severe weather

7. Procure all supplies, equipment, and services (contract with vendors if necessary)

8. Work with Secretary and Graphics Designer to draft necessary forms and documents

(e.g., brochures, registration form, evaluation form for employers, etc.)

9. Coordinate Job Fair sign placement and set-up

10. Ensure adherence to Job Fair Schedule

11. Determine staffing - number and type (paid or volunteer) for the following Job Fair

Event Team:

>> See Attachment 9 – Supply and Equipment Checklist

JOB FAIR EVENT TEAM – MAIN TASKS

Position Tasks

Captain

Reception Staff

Ushers

Employer Attendants

NES Counselors

Workshop Presenters or

Speakers

Cleaners / Janitors

Maintenance Worker

Set-up and take-down

laborers

Transporters / drivers

Oversee and direct all Job Fair personnel; coordinate all

activities

Greet attendees; pass-out Job Fair packets; in-take resumes

for referral service (if applicable)

Direct job seekers to employers; answer questions and serve

needs of attendees

Attend to needs of employer participants (e.g., carry materials,

help set-up and decorate booths, bring provisions to

employers, etc.)

Provide assistance to job seekers in writing resumes and

completing job applications, etc.

As a ‘drawing card’ many Job Fairs have workshops on career

topics such as, ‘Writing Effective Resumes; Proven

Interviewing Techniques; Successful Job Search Strategies,’

etc.

Clean venue during and after Job Fair event

Repair broken equipment, etc., during Job Fair

Carry, assemble, and set-up booths, tables, chairs, desks,

partitions, etc.; set-up or hang signs; lay electrical cords;

disassemble, take-down, and carry booths, etc., after the Job

Fair

Transport equipment to and from the Job Fair

10

USING VOLUNTEERS FOR THE JOB FAIR

Most Job Fairs require volunteers. They may be from SESA or drawn from the local

community. Volunteers may or may not have experience working events like Job Fairs, so

solid training is critical. Also, pay attention to break-times and ‘perks’ for Job Fair

volunteers. Remember, volunteers are donating their time - if you take care of them they

will take care of you!

12. Provide training for all Job Fair personnel (including training on emergency

procedures)

TRAINING TIPS FOR JOB FAIR EVENT TEAM

Right before the Job Fair, the Job Fair Captain should meet with the Team to review

respons bilities, tasks, and schedules. Make sure Team members know each others roles

to avoid confusion. Also, tell members what kind of decisions they can and cannot make,

and how to direct questions. Of course, it’s suggested that these points be in writing.

After the Job Fair, meet with the Team to get feedback. Take notes so you can incorporate

these comments and suggestions into the next Job Fair.

F. EMPLOYER COORDINATOR

The Employer Coordinator is responsible for attracting and committing employers

(companies) to the Job Fair; providing guidelines for employer participation; and serving

participants’ needs before, during, and after the Job Fair.

Tasks of the Employer Coordinator include:

1. Develop detailed plans and timeline for assigned tasks and activities

2. Develop plan to attract employers to the Job Fair

3. Draft letters and materials (e.g., registration packets) to solicit employer participation

4. Identify and target potential companies

5. Send letters and registration packets to targeted companies (or visit them

personally). Explain Job Fair details to promote benefits of participation

6. Attain commitments and agree on terms of participation (see box below for factors to

consider)

7. Assemble an Employer database (for use in subsequent Job Fairs)

GUIDELINES FOR COMPANY PARTICIPATION IN JOB FAIRS

As a condition of participating in the Job Fairs, companies should agree to:

 send 1-3 recruiters or hiring supervisors to staff Job Fair booths

 actively recruit for existing or future vacancies at the Job Fair

 interview Job Fair attendees for job openings

 take job applications at the Job Fair

 reasonably decorate booths and provide company materials

 complete and submit the following Job Fair forms and reports:

-Agreement to Job Fair Terms & Conditions Form

-Job Fair Registration Form (including company particulars and vacancy

information for inclusion in the Job Fair packet)

-Job Fair Activity Report (information and statistics regarding job seeker

contacts, applications received, interviews, and job offers made at the Job

Fair)

-Job Fair Evaluation Form

-follow-up reports (subsequent hiring from Job Fair, etc.)

>> See Attachments 3, 4, 8, & 11 – employer registration form; job vacancy listing;

announcement of Job Fair orientation for employers; and evaluation for employers

11

8. Draft necessary documents and forms (working with Secretary and Graphics

Designer)

9. Provide ongoing assistance to employer participants (e.g., help with vacancy

announcements, suggestions for booth decorations, ideas for giveaways, etc.)

GIVEAWAYS AND ‘FREEBIES’

Giveaways are gift-like items given to Job Fair attendees by sponsors or companies, usually

for promotional purposes. Here are some common giveaways:

 Candies

 Pens

 Pocket and purse accessories (key chains, business card holders)

 Calendars and clipboards

 Binders

 Glasses, mugs, and sport bottles

 Small tools and knives

 T-shirts and caps

 Computer accessories (mouse pads, CD disk holders)

 Small calculators

10. Arrange and conduct employer orientation session prior to Job Fair

11. Provide and collect the Job Fair evaluation form

12. Take steps to insure each employers’ satisfaction with the Job Fair

G. SIGNAGE AND GRAPHICS DESIGNER

The Signage and Graphics Designer is responsible for creating Job Fair logo and theme-art;

designing brochures, posters, and banners, and promotional materials; and designing and

fabricating Job Fair signs

(Note: This function should be coordinated by one individual to insure consistency and

uniformity of graphic style. The Job Fair Organizing Team may well decide to contract is

function to an outside person or agency).

THE IMPORTANCE OF SIGNS AT THE JOB FAIR

Signs are important to direct Job Fair attendees and to provide information. Signs, posters,

and banners also give the Job Fair a professional appearance and manner. Well before the

Job Fair, decide what signs you need, their style, their size, and approximately how many.

Here are some things to consider:

 All signs should be uniform, showing the Job Fair logo, denoting the Job Fair

theme, using uniform fonts, format, and colors

 Make directional signs, showing the way to areas of the Job Fair, directions to the

toilets, etc.

 Determine how you’ll display the signs – with easels, taped or tacked to walls or

partitions

 Don’t forget tools and equipment needed to hang signs – stool, step ladder, tacks,

hammer, tape

 Make signs to acknowledge sponsors and contributors

 Make sure signs are large enough and are high enough to be seen

Allocate a large part of the sign budget for the registration sign or banner. This sign is

important because it’s the first sign participants see in the Job Fair and will convey an

important first impression about the professionalism of the Fair.

A few more hints about signs:

 Take blank signs and markers to make signs on the spot

 For directional signs, use removable arrows that can be taped or pasted

12

Tasks of the Signage and Graphics Designer include:

1. Develop detailed plans and timeline for assigned tasks and activities

2. Create a logo or symbol that lends itself to the theme of the Job Fair

3. Design and produce Job Fair flyers, posters, ads, promotional materials, signs,

banners, etc. (in consultation with other members of the Job Fair Organizing Team)

4. Oversee printing of posters, brochures, signs, etc.

5. Advise Logistics Coordinator on sign placement and set-up

H. SECRETARY / ADMINISTRATIVE AID

The Secretary is responsible for providing general clerical and secretarial functions, and for

assisting all members of the Job Fair Organization Team with miscellaneous tasks

Tasks of the Secretary include:

1. Word process letters, forms, reports, and other papers

2. Organize and maintain all hard and electronic documents

3. Assist in procuring Job Fair supplies, equipment, and services

4. Take notes of ongoing activities pertaining to Job Fair organization and

implementation. Distribute minutes to Team and Stakeholder members

5. Record notes of Job Fair Team meetings

6. Track and revise schedules

7. Assist all Team members with clerical and logistical needs

8. File documents and or store materials for the next Job Fair (budgets, forms, letters,

lists, memos, signs, posters, templates, press releases, advertising & promotion

materials, planning and meeting notes, schedules, timelines, reports, evaluations,

supplies, equipment, etc.)

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TIPS AND ACTIVITIES BEFORE, DURING,

and AFTER THE JOB FAIR

A. JUST BEFORE THE FAIR

 Send special invitations to institutions and individuals with interests in employment

and workforce issues (e.g., unions, local government, schools, persons with special

needs, banks, etc.)

 Gather the employers who will participate to prepare for job fair, provide instructions,

map of booths highlight their placement in the job fair, discussion expectations,

answer questions, prepare them for gathering critical data using forms.

 Optional, but a best practice, host a seminar for employers to address contemporary

labor and job topics (e.g., hiring employees, retraining employees, labor laws,

motivating, rewarding and recognizing employees)

 Offer workshops to screened job seekers on Job Fair preparation (use the ’50 Tips

for Job Seekers’ included in this document)

 Inspect, clean, and prepare the venue

 Fine-tune placement and locations of booths and tables

 Designate locations away from the Job Fair noise and activity where employers can

conduct interviews

 Determine exact sign locations

 Determine strategic locations to place Job Fair staff

 Prepare name tags for Job Fair event staff

 Don’t forget to set-up an SESA booth at the Job Fair (staffed with counselors to

provide information and help to job Fair attendees, and to provide general promotion

of the SESA)

 Make sure the staff knows what to do (e.g., greet job seekers and employers and

provide directions; circulate around the room to assist attendees with questions)

 Post vacancy announcements at accessible locations and arranged so that

participants can quickly locate the type jobs they are seeking

B. DURING THE FAIR

 Place volunteers at all entrances to greet participants and, when practical, to escort

them to the particular employers and to randomly select and pass out evaluation

forms to attendees during the fair.

 Have representatives present for special interest groups, such as older workers,

veterans, youth, persons with disabilities, etc.

 Provide something for kids to do (and advertise this in your flyers):

-Craft table (ask your local McDonalds to donate coloring books &

crayons and then designate the table as sponsored by them

-Area with storyteller

-Play area with toys

-Provide on-site child care (advertise this too!)

 Periodically, offer to get soda, coffee and snacks for employers who cannot get away

from their booths

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 Provide a list of employer events and services at every booth to promote you’re

SESA. Post job seeker events and services near the entrance or provide a flyer at

the reception table.

 Take pictures or video of the Job Fair to use in subsequent promotional materials or

job seeker training.

C. AFTER THE FAIR

 Evaluate the Job Fair using evaluation forms and personal dialogues—be sure to

include forms from the randomly selected participants.

 Gather the employers within 10 days after the fair to collect their data, to disucss their

experience, and to hear their suggestions for improvements.

 Summarize results from employers, participant evaluation forms, review and provide

summarized comments to stakeholders, SESA leadership, committee for

adjustments.

 Incorporate suggestions into the next Job Fair. Endeavor to improve each Job Fair!

 Produce a final report

 Integrate new procedures into Job Fair checklists (and into this manual). Do not

commit procedures to memory – write them down!

 File documents and or store materials for the next Job Fair (budgets, forms, letters,

lists, memos, signs, posters, templates, press releases, advertising & promotion

materials, planning and meeting notes, schedules, timelines, reports, evaluations,

supplies, equipment, etc.)

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JOB FAIR INFORMATION AND GUIDELINES

for JOB SEEKERS

A Job Fair is an event where a number of employers and job seekers come together for the

purpose of applying and interviewing for jobs. Also, job seekers can gather company

information, find out about various industries, and develop networks at Job Fairs.

Ordinarily, Job Fairs are single day affairs held in metropolitan areas once to several times a

year. Job Fairs are typically held in large assembly halls with a booth for each employer. At

the front of each booth is a table that displays company brochures and information. Usually,

several company representatives staff each booth, standing behind tables as they talk to job

seekers. Some companies decorate their booths with banners and signs. Job Fairs range

in size from 10 – 100 employers with many hundreds of job seekers. Even small Job Fairs

can be busy events with lines of job seekers waiting to see company representatives.

Job fairs provide a quick and convenient means to apply with several companies and to get

immediate interviews. Viewed this way, a Job Fair is a giant interview session. Companies

participate in Job Fairs for one main reason – to screen candidates for existing or future job

openings. Each time you approach a company’s booth, you are entering the spotlight and

being evaluated as a potential employee. After waiting in line (for as long as 15 to 30

minutes) you'll have only 1-2 minutes to speak to the employer as you’re greeted and your

resume is collected. The employer’s screening process will continue only if you make a

strong first impression. So your 2 minutes in the spotlight must be favorable and

memorable!

You should remember that employers are investing time and resources to participate in the

Job Fair. Unless job seekers do their homework, they waste their own time and the time of

employers. Employers appreciate job seekers who are prepared and have a professional

attitude. Job seekers appreciate company representatives who are easy to approach and

have clear answers to their questions. If both sides prepare adequately, Job Fairs can be

great successes for everyone!

What can you realistically expect from a Job Fair? You can certainly obtain company and

career information. You may even get an interview at the Job Fair. However, your goal is to

get ‘in-house’ interviews at companies shortly after the Job Fair (within 1-2 weeks). Be

advised - it’s unlikely you’ll walk away from the Job Fair with a new job!

Advance planning and preparation are keys to your success at Job Fairs. You need to be at

your very best at Job Fairs – ALWAYS! If you are to succeed at Job Fairs, you must have

an assertive and structured approach. To this end, you are encouraged to read, know, and

practice the following tips for Job Fair success.

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OPTIMIZING YOUR SUCCESS AT JOB FAIRS -

50 TIPS FOR JOB SEEKERS

Before the Job Fair

1. Take the Job Fair seriously! You’re making important first impressions.

Employers remember only a few of the hundreds of job seekers they meet at the

Fair.

2. Check with your LEC for a listing of employers that will be participating at the

Fair.

3. Research the companies that interest you. Learn who the companies are and

what they do. (Check company websites if available.)

4. Be prepared to make cogent conversation and ask relevant / timely questions to

employers (this will make you an interesting and memorable applicant).

5. Create a one-minute ‘commercial’ about yourself. Your ‘commercial’ should

explain: a) who you are, b) your qualifications and accomplishments, c) special

skills and values that set you apart from other applicants, and d) one or two

specific examples of what you could do to solve actual company problems (how

you could benefit the company). Practice your ‘commercial’ out loud to feel

comfortable. Your delivery of the commercial (confident and enthusiastic, yet

natural) is perhaps more important than the content of your commercial. YOUR

OBJECTIVE IS TO SAY ONE TRULY MEMORABLE THING TO EMPLOYERS!

6. Resumes – tailor your resume to the specific job(s) you’re applying for. (If you’re

uncertain about the quality and content of your resume, visit a counselor at your

LEC) Take sufficient copies of your resume to the job fair. Make sure your

resumes are crisp and clean.

7. If there’s potential for on-the-spot interviewing or hiring at the Fair, take reference

letters and cover letters, and assemble a professional portfolio (that contains

examples of work and accomplishments).

8. Be prepared to answer questions. Review standard interview questions and

formulate your responses.

9. Prepare questions to ask employers: what opportunities and available; what are

the responsibilities; what skills are companies seeking in candidates?

10. Make a prioritized list of employers you’d like to meet with at the Job Fair (this is

your target list) .

11. Plan your strategy. Visit booths first that interest you the most (when your energy

is high and you’re at your best). Do not wonder or roam! Present yourself with a

purpose. Don’t be shy – be prepared!

12. Take pens and paper.

13. Dress for success! Dress in a manner for the job you’re applying for (e.g.,

construction job applicants need not wear suit and tie). Be well groomed. Treat

the Job Fair like any job interview.

14. Set realistic expectations. Few job seekers are hired on-the-spot at Job Fairs.

Be prepared to follow up on promising leads.

15. Block sufficient time in your schedule to attend the Job Fair. Make preparations

to arrive on time.

At the Job Fair

16. Some experts suggest to arrive early or late at the Job Fair. (The first and last

people are often remembered while the ones in between become a blur.)

17. Check-in at the registration table. Get a copy of the job fair layout, the employer

participation list, and drop off a copy of your resume (if this service is available).

Find booth locations of your targeted employers.

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18. Briskly (but attentively) walk through the entire job fair. Scope-out employers you

want to talk to. Observe which employers are busy and which aren’t. Make

special note of employers that are conducting secondary interviews, either at their

booth or in another location (these are the employers who are serious about

hiring). Identify the person conducting secondary interviews and seek that

person out!

19. Get a feeling for the entire Job Fair. Then, go and sit for a few moments to

compose yourself and to finalize your ‘plan of attack’!

Approach your targeted companies:

20. From a distance (about 2 meters away), observe and listen to employers

interacting with other applicants. Listen to what the employer is asking. Figure

out who is in charge. What happens to the resumes (are there multiple resume

piles, does anyone write on them)?

21. Determine the highest level employer-representative in the booth. Seek this

person out.

22. While waiting in line, review information about the employer you’re approaching.

23. As you approach the table, respect other people’s privacy as they complete their

interaction with the employer.

When you meet with an employer:

24. Give an award winning SMILE!

25. Greet each employer with a firm handshake. Make eye contact! Be polite!

26. Introduce yourself. Look confident!

27. State why you have chosen this employer.

28. Try to remember the employer’s name. Glance at a nametag.

29. Show interest. State briefly what you like about the company.

30. Deliver your ‘one-minute commercial’ (that you developed in step 5 above). Be

sensitive to the timing and situation before using your ‘commercial’ – adapt it as

the circumstance dictates.

31. Listen carefully to what the employer says. The room may be noisy and busy, but

don’t be distracted. Focus, focus, focus!

32. Ask questions (the questions you prepared in step 7 above).

33. Answer questions directly, politely, and concisely. REMEMBER THE GOAL IS

TO BE ASKED BACK FOR AN ‘IN-HOUSE’ INTERVIEW.

34. Ask about the application procedure and hiring process. What’s the timeframe?

Is there a convenient time to call to follow up?

35. Do NOT ask questions about salary and benefits (wait until later for these type of

questions).

36. Request a business card or obtain a contact name, phone number, fax, and email

address. Take brochures or informational materials that are available at the

booth.

37. Don’t let promotional ‘freebies’ on the table distract you and do not grab at them.

38. Thank each employer for their time.

39. If you’re given an application form, take time to fill it out neatly and completely.

Remember the way you fill out the application is in itself an example of your work.

40. Conduct your self professionally at all times. You are ‘on stage’ even as you

stand in line or move about the Fair area.

41. Stay fresh! Job Fairs can be exhausting. If you start to get tired, take a break.

42. Network with other job seekers at the Fair. Share leads, resources, and ideas.

43. Keep a list of the employers you meet. Make notes about each company and

your conversation with each representative.

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After the Job Fair

44. Pat yourself on the back for a job well done!

45. Review your notes from the Job Fair. Evaluate what you think went well and

what you can improve for the next Job Fair or interview.

46. Write personalized thank-you letters to companies that interest you. Cite

something specific from your discussion. Try to send letters out within two days

after the Job Fair. It’s okay to enclose a resume with your thank-you letter. This

may draw attention to your name once again.

47. Call to make sure the company received your application materials if you don’t

hear from them in two weeks after the Job Fair. At this time you can check on the

status of the position and offer to come in for an interview.

48. Continue to research the companies that interest you. Treat the Job Fair as an

initial contact, not the last.

49. Keep accurate records of your contacts, including dates of your letters or

telephone calls, and copies of all application materials that you send.

Final Tip

50. Focus on learning as much as you can about what employers are looking for in

the people they hire. The primary benefit of participation in the Fair is to collect

information and make contacts.

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JOB FAIR OVERVIEW and

GUIDELINES FOR EMPLOYERS