Hybrid events: how to organize hybrid job fairs and recruitment events

How to Prepare Potential Employees for a Job fair?

Before a job/career fair, the future employees and students need to have a good idea of what companies are going to be around, so they can know if it will be a good fit. It is good for everyone when the right employee/employer is matched up with a meeting. However, the biggest mistake we see when organizing job fairs is attendees being hit with information overload – with every company handing out a one-pager to download. A good hybrid solution to this is to record a 2-minute intro video to show to potential employees ahead of time so they know who they would like to meet. The best place to include this video is on the same page/email that asks attendees to pre-scheduled meetings.

Remember: Think about the needs of both the employees and the employers

What Do Employers Need at Job Fairs?

For employers, it’s important to get a quick overview of who’s applied for a meeting and who will be at their presentations. No one wants to go through 100’s of unfiltered CVs, instead set up to get short introduction videos from the eager attendees where they highlight their background and skillsets. These are tactics that can be useful whether part of the event is in-person or online.

An Example Hybrid Job/Career Fair Event Schedule:

> 13:00 – 13:05 Opening presentation physical / virtually.

> 13:15 – 14:15 4 x 15-minute meetings (pre-scheduled) between employees and employers.

> 14:15 – 15:15 4 x 15-minute meetings (pre-scheduled) between employees and employers.

> 15:15 – 15:20 Closing presentation physical / virtually.

Pre-Scheduled 1-on-1 Meetings

The old way to schedule all these meetings would be emailing back and forth with employers/students who fill out preferences and are assigned to spreadsheets. We have found it much more useful to use matchmaking software or 1-on-1 tools for scheduling. These online tools not only save time but also offer the attendees a better, more efficient event experience.  

For example here are two case studies of job fairs being improved by networking solutions:

  1. How Startup Rocks Taiwan organized a Virtual Job Fair?
  2. How UWV organise a Hybrid Job Fair?

Difference Between Traditional and Hybrid Job Fairs

There are big differences between a virtual, in-person and hybrid job fair which utilizes features from both. When running a virtual job fair, the number of people that log in and show up is critical, while for in-person things like physical table numbers are more important. When organizing a hybrid job fair it is important to consider both as your event goes on.


How can potential employees effectively research companies before a job fair to determine if they are a good fit?
Potential employees can effectively research companies before a job fair by visiting the company's website, reading recent news articles or press releases, checking out their social media profiles, and networking with current or former employees to gain insights into the company culture and values.

What are some common mistakes that employers make when attending job fairs, and how can they be avoided?
Some common mistakes that employers make when attending job fairs include not having a clear job description or company information available, being unprepared to answer questions from potential candidates, and not following up with promising candidates after the event. These mistakes can be avoided by ensuring that all necessary materials are prepared in advance, training staff to effectively communicate with candidates, and having a system in place to follow up with interested individuals.

How can job fair organizers ensure a smooth transition between virtual, in-person, and hybrid job fairs to meet the needs of both employees and employers?
Job fair organizers can ensure a smooth transition between virtual, in-person, and hybrid job fairs by providing clear communication to both employees and employers about the format of the event, offering training or resources for navigating virtual platforms, and collecting feedback from participants to continuously improve the experience. Additionally, organizers can leverage technology to create interactive and engaging experiences for both job seekers and employers in any format.

We don’t follow crowds, we create them.

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