Virtual Career Fair - How to get the most out of your hybrid event

Table of Contents

The Concept
Increased flexibility for exhibitors
The ‘Mobile view’  for participants
Connecting the offline with the online venue via QR codes
1. Event QR Codes for you as organisers
2. Stall QR codes for your exhibitors
Final tips & best practices

The Concept

The idea behind adding a digital lobby to your physical event is to enable organisers to benefit from easy digital solutions for information sharing between students and exhibitors. The digital lobby also has a booking feature for 1-1 meetings that can make interactions at the physical venue more manageable. 

Another advantage of this solution is that it allows both students and recruiters to follow-up on the activities they had during the event. Furthermore, exhibitors are given a digital platform to present their information, meaning that they can be more sustainable-minded with their printed materials. The format also allows for students who are not able to participate at the physical fair to access the information and jobs posted by the companies.


Increased flexibility for exhibitors 

Exhibitors can use the digital area of the platform to different degrees, after how much time and resources they want to put into the digital part of the career fair.

We recommend that each exhibitor that is participating in the event is at least present with an online booth. In that way, they can share information, jobs, and visual content via their online stall but can interact with the participants in person. 

Moreover, each exhibitor can decide how to include different digital features. It is, for example, possible to use the 1:1 conversations feature as a booking system, link to their career page, or post the jobs directly in their stall.

The ‘Mobile view’ for participants

To access the digital platform while at the physical venue, participants can use the mobile view of the platform to access the virtual venue instead of a computer. They can use the mobile view to book 1:1 meetings, connect with companies, look and apply for jobs, share their profile with companies, and more. 

Examples of how participants can use the mobile-view when attending the event physically:

  • They can view the online content the different companies have. By scanning the QR codes of the exhibitors they can easily find the content of the specific company. 
  • They can register for the event and access the company stalls
  • They can check out the map of the physical venue to find out where the different recruiters’ stands are located. 
  • They can connect with companies online. If there is a long line to a specific stall, they can connect with the company online instead of waiting 20 minutes for their turn. They can use the connect feature to let them know that they would like to talk to them when they have time or to a book 1:1 conversation with a recruiter.
  • Edit their profile.
  • Search and apply for jobs
  • Check out the schedule for the day, if the event has presentations.

Connecting the offline with the online venue via QR codes

1. Event QR codes for you as organisers


Clicking on the new QR page button in the event overview will allow you to display the QR code at your physical venue so participants can easily access the online part of the event. They simply scan the QR code with their mobile device and are redirected to your event.

We highly recommend, promoting the QR code at different places at the physical venue (e.g. at the entrance) to actively promote the online section of the event. 


2. Stall QR codes for your exhibitors 


Each exhibitor will have access to an individual stall QR Code in their stall settings tab. This will allow them to easily display the QR code to candidates at the physical venue. Candidates visiting their stall in person will then be able to scan the code with their mobile device and access the online stall to see the jobs and connect with the recruiters virtually.


Final tips & best practices

To round off, we want to share some final tips and best practices with you for organising a hybrid event:

  • Set clear responsibilities. Organising a hybrid event can be overwhelming at the beginning as it feels like you have to think about the physical event and the online venue at the same time. To address this, we recommend defining clear responsibilities within the event team (e.g. person 1 is the main responsible for the online part of the event and person 2 for the physical part). We are aware that both parts are strongly interrelated but distributing responsibilities can help to focus and release stress. 

  • Communication is key. Hybrid events are a new event concept and we can see that different players in the event business have different ideas and perceptions about what a hybrid event is. Therefore, it is important to share your vision with the stakeholders of your event to set clear expectations and to ensure that everyone knows what to do. If your participants and exhibitors know how to combine the online and offline world and understand how they can profit from virtual features when attending physically, the best results can be achieved. The following articles can be shared with your exhibitors and participants, or can be used to get inspiration on what and how to communicate: 
  • Make the QR codes available at the physical venue. The QR codes are the key to integrating the online venue with your physical venue. Therefore, having them displayed at the physical event space reminds the participants to use the online features. We recommend displaying the event QR code at the entrance and the stall QR codes at each stall. You can use the button "Print all QR codes" in your event overview to download all QR codes in one go.
  • Use the event description to communicate the hybrid concept. Having the information about how the physical event will make use of the digital features on the landing page will help clarify to your participants, and likely increase engagement in the digital stalls.

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