For most contemporary recruiters, if you want direct access to massive talent pools of qualified young prospects, you think of campus recruitment events & career fairs.

According to NACE’s 2024 Student Survey, over half of 20,482 responding college students (including 2,281 graduating seniors) attended a career fair in the past year. It’s clear that career fairs still hold significant value for both candidates and recruiters alike.

To truly stand out in a sea of potential employers, your recruitment team needs more than just a booth and some flyers. You need a well-thought-out plan and the right tools to ensure that you’re attracting the best-fit candidates for your organization. This guide will walk you through exactly what to bring to a career fair so your team is fully prepped to make the most out of every career fair.

I. Prepping for the Career Fair: A Quick Overview

Proper preparation is key to making the most of your time at a career fair. Beyond just securing a booth, recruiting teams must thoughtfully plan what to bring, how to stay organized, and ensure nothing crucial is left behind. This streamlined process will help your team stay stress-free and well-prepared for event day.

1. What to Bring to a Career Fair? Start With Your Event Logistics!

Before you start packing, get a clear understanding of the event logistics:

• Confirm the Venue and Setup Requirements: Early on, contact the event organizers or Career Services Office of the hosting school to clarify details about the event’s location, floor plan, and booth specifications. Determine if you’ll have access to essential services like power outlets, Wi-Fi, or additional seating. Understanding these factors will guide what you pack and how you set up.

• Understand Fair-Specific Policies: Some career fairs have specific rules regarding what you can bring, from restrictions on food giveaways to limits on the size of banners. Always review these guidelines to ensure compliance and avoid any surprises.

• Plan Transportation: For distant or large-scale events, figure out how your materials and team will get there. This may include shipping materials ahead of time or coordinating travel and accommodations for your recruiters.

2. Inventory What You Have and What You’ll Need

Once the logistics are clear, it’s time to inventory what you have on hand and what you’ll need to bring:

• Create an Inventory Checklist: Go through your existing materials—banners, business cards, tech devices, promotional swag, and brochures. Compare what you have against what you’ll need for this specific fair. A shared document or spreadsheet can help the entire team stay aligned and prevent overpacking.

• Order Materials in Advance: For branded materials like new brochures, banners, or company swag, place your orders well ahead of time. Give yourself a cushion for any shipping delays or last-minute design edits.

• Test Your Equipment: Ensure that all tech devices (laptops, tablets, projectors) are working and fully charged. Bring extra chargers, cables, and power strips as backup. The last thing you need is a dead battery or a technical hiccup mid-event.

3. Visualize Your Layout

Your booth’s layout will directly impact how effectively you engage with candidates:

• Sketch Your Setup: Plan the arrangement of banners, handouts, and seating to maximize visibility and accessibility. Ensure there’s space for both digital presentations and physical materials like handouts or flyers.
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• Consider Traffic Flow: Position key materials (like brochures or business cards) where they can be easily picked up by passersby, and ensure candidates can easily navigate in and out of your space without creating bottlenecks.

• Organizational Tools: Use folders, containers, and display stands to keep everything organized and accessible during the event. This minimizes clutter and ensures you can quickly find what you need during busy periods.

4. Last-Minute Preparations

As the event day approaches, wrap up any remaining tasks:

• Confirm Shipping and Deliveries: If you’ve sent materials to the venue in advance, confirm that everything has arrived safely and is stored in the right place.
• Prepare an Emergency Kit: Always have a few extra supplies on hand, such as duct tape, zip ties, extension cords, and business card holders. These small items can be lifesavers in a pinch.

• Pack Light But Smart: Avoid overpacking by focusing on essential, high-impact items. Everything you bring should have a purpose, whether it’s capturing candidate information, promoting your brand, or making the booth more engaging.

II. Core Materials for Your Booth

Branded Materials

Your booth is the face of your company at the event, so make sure it looks professional, inviting, and on-brand.

• Banners and Signage: Opt for roll-up banners or easy-to-assemble pop-up signs that clearly display your company’s name and logo.
  • Eco-friendly tip: Use recyclable materials or invest in reusable signage with QR codes linking to your latest job postings or company info.

• Swag: Everyone loves free stuff, but it should be more than just a giveaway. Bring branded items such as notebooks, pens, or tote bags to leave a lasting impression.
  • Eco-friendly tip: Choose swag made from recycled or biodegradable materials.

• Check out this extended list of career fair swag and giveaway ideas from yours truly.

Company Information

Your materials should clearly communicate your company’s values, open roles, and why candidates should be interested in working with you.

• Brochures or Handouts: Rather than handing out thick brochures, simplify your materials. Use a single-page handout featuring a QR code that directs candidates to your website or a digital brochure.

• Presentation Materials and Slide Decks: Use a portable projector or large tablet screen to showcase slides on your company’s values, culture, and open roles.
  • Pro tip: Make the presentation available post-fair by sharing a download link or sending it to candidates via email.

Digital Media

Bringing digital tools can help you engage candidates more dynamically and save on physical materials.

• Tablets or Laptops: Use these to showcase your company culture with videos, job descriptions, or live demos of your website. Bring an extra charging cable or power bank, just in case.

• Pre-Loaded Devices: Set up a few devices with preloaded videos, job descriptions, and company information so candidates can interact digitally without needing physical brochures.

• Virtual Business Cards: Skip the traditional printed cards. Use digital business card apps or platforms like Popl or Blinq, which allow candidates to scan your information and save it instantly to their phones.
  • Fun fact: “Death by washing machine” is one of the most common ways traditional business cards get lost. Using virtual cards not only reduces waste but also keeps your contacts secure.

• QR Codes for Job Postings and Applications: Generate QR codes linked to your job postings or career page and display them prominently on your booth. Candidates can quickly apply on the spot via mobile devices.
  • Pro Tip: Use job-specific QR codes to direct candidates to roles that align with their experience and skills.

III. Event Activities & Contests

While a well-organized booth is essential, creating engagement opportunities will help you stand out from the crowd.

Social Media Engagement

Use social media to expand your reach beyond the event:

• Encourage Social Media Interactions: Display QR codes that link to your company’s social media pages and ask candidates to follow you or engage with your posts in real-time. Create engagement challenges like taking a photo at your booth and sharing it with a specific hashtag to win a prize.

• Check out these 10 critical tips & best practices from Rakuna for an effective & attention-grabbing recruitment campaign on your chosen social channel.

Digital Raffle or Contest Entries

Everyone loves a chance to win:

• Use a Digital Raffle System: If you’re holding a giveaway, skip paper sign-up sheets and use a digital form or app. Candidates can sign up using their phones, and their contact information is automatically saved for post-event follow-ups.

Mobile Recruiting Apps

Traditional paper resumes and manual follow-up processes can become a logistical burden, increasing the risk of data loss, prolonging hiring timelines, and creating inefficiencies. That’s where Rakuna’s Campus Recruiting Solution comes in.

With Rakuna’s innovative mobile recruiting app and user-friendly web-based Recruit Dashboard, you can eliminate these common challenges and focus on what matters most—finding the right talent for your organization. 

Rakuna Event App

• Instant Candidate Evaluation: Leverage customizable evaluation forms to immediately assess candidate profiles, ensuring no time is wasted.
• No More Manual Data Entry: Our unique resume snapshot technology enables you to instantly capture and store candidate data, eliminating the tedious task of manual data entry.
• Online & Offline Accessibility: Whether you’re at a remote campus or in a busy event center, Rakuna allows you to rate and process candidates with or without internet access.
• Track Event ROI Effortlessly: Keep an eye on your event’s return on investment (ROI) with built-in tracking tools that provide valuable insights.
• Kiosk Mode: Enable self-check-ins at your booth, allowing candidates to register their interest in your company independently, streamlining the process for both parties.

Rakuna Recruiting Dashboard

• Team Collaboration: Centralize communication and collaboration among your recruiting team with our streamlined dashboard.
• Candidate Pipeline Management: Efficiently manage your candidate pipeline from first contact to final hire, ensuring nothing falls through the cracks.
• Metrics and Reporting: Make data-driven decisions by using our intuitive reporting tools to track recruitment metrics and ROI in visually meaningful ways.

Rakuna Recruiting CRM

Rakuna’s Recruiting CRM allows you to easily save, track, and categorize candidates throughout the recruitment funnel. Build segmented talent pools and launch customized email campaigns tailored to your hiring needs—all from one centralized platform.

III. Candidate Engagement Essentials

While your booth setup and materials are important, taking care of both your team and the candidates who visit your booth can make all the difference in keeping everyone energized and engaged throughout the day. Here’s what you should pack to create a comfortable and inviting space:

• Snacks and Water: A long day at a career fair can be exhausting for both your team and the candidates. Bring reusable water bottles and energy-boosting snacks like granola bars, fruit, or nuts to help everyone stay hydrated and focused.

• Comfortable Seating: If the event allows it, bring lightweight, foldable chairs or stools that won’t take up too much space in your booth. Offering comfortable seating can make both your team and candidates feel more relaxed during conversations.

• Personal Items: Maintaining a professional appearance is essential, and little things can make a big difference. Pack hand sanitizer, mints, tissues, and other personal care items to ensure your team stays fresh and ready to engage all day long.

• Portable Wi-Fi: Even if the venue provides internet access, it’s always a good idea to have a backup. Bringing a mobile hotspot can save the day if you encounter a slow or unreliable connection, especially if your booth relies on digital tools like tablets or QR code systems.

To Wrap up . . .

Preparing for a career fair involves much more than just showing up with a banner and some brochures. The right mix of physical and digital tools can make your booth more efficient and eco-friendly while giving your team the peace of mind to engage with candidates.

Now that you’ve got your checklist on what to bring to a career fair, you can approach your next recruiting event with confidence, knowing that your team is fully equipped to find qualified talent. Happy recruiting!

For a more comprehensive look at preparing for career fairs, including strategies for success, check out our 34-Step Detailed Guide & Career Fair Ideas For Employers.