Author: Jim Desrochers

Virtual career fairs have shifted from a “backup plan” to a powerful, permanent tool in the recruiter’s arsenal. While the preparation might feel lighter than hauling booths and banners across the country, achieving a high ROI requires a shift in strategy. Success in the digital space isn’t about just showing up—it’s about intentional action.

Here are suggestions to help turn virtual sessions into hires.

1. Weeks Before the Virtual Fair: Preparation Checklist

Much of the work in a virtual fair happens in the weeks before the fair.  Actively reaching out to students to make them aware of your company before the fair is always important – but it is essential in virtual fairs.  Ensure your company is ready for the event by completing the following steps:

• Update your digital company profile: Verify all details are current.
• Post all open positions: Make sure job seekers can see your current opportunities.
• Review your registration: To make sure that it highlights the majors and positions you are looking for.  Remember that multi-school fairs might have different names for majors – so using the “Major Groups” is a good way to maximize your outreach.
• Test all session host functionality: Confirm that audio and video are working properly.
• Familiarize yourself with the platform: Spend time navigating the interface to understand how it works.
• Proactively recruit talent: By utilizing platform segments to filter students by coursework, skills, and major before the fair even starts, you can send personalized invitations to a curated pool of talent. This ensures every minute of the fair is spent with a qualified candidate.

2. Manage Your Virtual Fair Schedule

Virtual career fairs offer significant flexibility in managing your own schedule as well as your other teammates.  Think of a virtual fair like holding “Office Hours” – you’ll want to block your calendar to be available – but you won’t know exactly who you’ll talk to.  

• Flexible Scheduling: Virtual fairs allow team members to schedule time only within the fair’s open window, making it easy to tailor participation. For instance, a recruiter with just an hour available can be available at that specific time. Use individual schedules strategically, perhaps aligning each with a specific job opening or student major.
• Group Sessions: Consider holding your Group Sessions early in the day. Use that platform to build excitement and explicitly invite students to grab the remaining 1:1 slots later that afternoon.
• Scalability: If your scheduled slots fill up, be prepared to quickly add more recruiters. Identify “backup” personnel in advance who can be easily incorporated, as each person’s schedule is managed independently.
• Schedule Management: You have total control of your calendar.  You may want to block off interview slots to prevent a student from scheduling an appointment if a different work priority pops up.  Always double-check your personal work calendar against your virtual fair schedule as the fair approaches.
• Stay Current: Students may register for sessions at the last minute. To ensure you connect with all interested students, remember to refresh your schedule frequently throughout the fair.
• Sign-up restrictions: You establish strict sign-up criteria for your available slots. This approach ensures that the students who are the best fit for your criteria register first. However, if these restrictions result in too few eligible students, the system can automatically lift them 48 hours before the fair. This allows you to open up your schedule more broadly and fill remaining appointments closer to the event.

3. Enable Your Team for Digital Success

The biggest pitfall for virtual recruiting? Treating the fair like a “drop-in” call. One of the most common complaints from students is meeting with an unprepared team. To win, your recruiters and hiring managers need a clear, intentional curriculum.

• While recruiters are in 1:1 sessions, you can “ping” hiring managers in real time to review a candidate’s profile.
• If the profile looks great, connect the student with the “next step” in the process as quickly as possible.  Encourage them to apply or pass along information to a hiring manager to schedule a follow-up conversation. 

Pro-Tip: Have students apply while your value proposition is fresh in their minds. Directing them to your career page during the session keeps the momentum alive and ensures you don’t lose them to the next booth.

4. Virtual Fairs Can Augment Your In-Person Strategy

Despite the learning curve, virtual fairs can be an important part of your recruiting strategy. Employers consistently highlight several game-changing advantages:

• Expanded Bandwidth: Without travel time or costs, you can involve alumni ambassadors, department heads, and senior leadership who otherwise couldn’t commit to a full day of travel.
• Streamlined Efficiency: No more unpredictable lines. Students pre-schedule their time, meaning they’ve already researched your company and open roles before the “Hello.”
• Built-in Qualification: You can set specific criteria for 1:1 sessions, ensuring you only spend time with students who meet your hiring requirements.
• Data-Driven Decisions: Virtual fairs provide a clear “candidate funnel.” You can track outreach performance and quantify exactly who you connected with and when—no more lost resumes or forgotten names.

The Bottom Line

Virtual career fairs offer a level of accessibility and efficiency that physical events simply can’t match. By being intentional with your team’s time and proactive with your student outreach, you can turn a few hours on your laptop into a season of successful hires.