When designing a job fair there are steps to remember in order to make the event successful and to attract  the best candidates to fill the vacant positions. Job fairs are initially put on to fill more than one position in one department they are to fill many positions in the companies organization. Job fairs are typically put on when there is a new operation that is starting out, like a restaurant, hotel or other large company. Job fairs are generally not put on when it is to fill one vacant position. For one or two vacant positions the mode of advertising may take the form of a head-hunter for a senior position or on-line advertising such as, Hcareers or other on-line marketing to attract and fill these positions with the best suitable candidates. For front and back of the operation the positions may be advertised in local newspapers and on-line media, such as Craig’slist. 1. The first step you should take is: decide on the date, day and time for putting the job fair. As for the day try to stay away from a Monday or a Friday although, you must make sure not to impact your own operation on the day you pick and have all the management away or when you do not have enough coverage for running your daily operation. The date can be any date, just be sure to advertise the date well in advance -generally 2-3 weeks prior to the job fair. You can decide to set two times one during the morning, afternoon and one in the early evening. This will give you the opportunity to attract candidates that may already be working and assist any candidates in coming to the job fair where you might have eliminated this group before. It is hard for a already employed candidate to come during the day. 2. Decide on the venue and make sure that it has enough space to hold people a registration area for when people arrive and tables for candidates to use to fill out any paperwork, a private area for conducting interviews or any other testing that a candidate may be required to do to get a position free from noise and distractions.

3. Have a beverage station set up, water, coffee and tea are always nice for a candidate to have while they wait their turn for the interview. 4. Have the temperature of the room not too cold or too hot take in consideration the outside temperature, time of year and then set the room temperature accordingly. 5. Provide paper, pens and pencils if you are expecting the candidate to do some writing, multiplication or any other communication work. We touched on advertising, and to attract the best candidates there are several places to advertise in depending on the position and what these candidates may be into. 6. Don’t forget about social media- Facebook and Twitter are definitely places to advertise up-coming job fairs and to get the word out without costing you anything except some time. 7. You should call back resumes received inquiring about employment prior to the job fair if they have the qualifications that you are looking for in a candidate and invite them down to be interviewed. 8. In the advertisement make sure to state clearly the skills, knowledge, experience and passion required in filling this position. Inform prospective candidates if this is hourly, salary, union or non-union position. 9. In the advertisement include any necessary documentation or certifications that the candidate should have or bring with them during the interview process. 10. If you want references make sure to put this in the advertisement and tell a candidate if you will be following up with their references.

11. The company should remember to have the Department Manager, Assistant Managers, and Supervisors, involved in the interviewing process as they know what is best for their department and what qualifications, knowledge, experience and skills are required in filling the vacant position. Human Resources Departments are a great start but do not work in the specific department they are there as a support mechanism to help fill vacant positions in a department. Managers and Supervisors have the experience in running a department and they know best the qualifications and expectations that they require when placing a person into a departmental position. 12. Interview all candidates at the job fair that have applied to fill the vacant position even if they are not a good fit for your department they may be a good candidate for another department. 13.  Be honest and tell the candidate if they are missing any certifications that will lead them to securing the position; this is not the time to fill a vacant position with a warm body. This is the time however, to get the best candidate for filling the position and you will be at an advantage as generally job fairs will bring in a number of qualified candidates. The interviewer should thank the candidate for waiting, have specific questions ready to ask, have a set time limit for the interview process. 14. The last step is to provide information to the candidate on what steps happens next. 15. Finally make sure to thank the candidate for their time.