Planning a successful Career Fair

On April 7, 2006 YMTA Advisory Board member Marcia Leckie and I attended a very successful Career Fair at Dimmitt Middle School.  The secret to the success of this event was School to Career Coordinator, Barbara Fujita. The next day I contacted Barbara and ask her to provide me with information I could share with other Career Counselors and teachers on the secret to her success.

As a volunteer of many career fairs, some good and some not so good, I can tell you from my experience the importance of taking the time and effort required to produce a successful Career Fair.

Take a few minutes and review Barbara's time line and steps that lead to a successful Career Fair (listed below). She has furnished document you can easily adapt for your school.

I thank Barbara for going the extra mile and for making this information available.

Norm Manly
President, YMTA

Organizing a Career Fair

Meet with the Administrators of your school to select a date and time to have a Career Fair and which students will be involved. Ideally, it is best to start working at least four months in advance to plan and organize the event.

Timeline

Four months before event:

1. Set date and time

• Create a rotation schedule which will determine the number of speakers required. Keep movement to a minimum between sessions by grouping speakers in blocks of three or four and classes rotate within the block. (Sample rotation schedule)

• Decide if you will let students select careers of interest or whether you will assign them to the sessions. Another suggestion is to group students according to their career pathway. (Sample sign-up sheet)

• Announce the event at the next staff meeting. Either form a committee to help with the event or ask staff members to recommend guest speakers.

• Prepare passports. (Sample passport pages)

Three months before event:

1. Start recruiting guest speakers for the event. I recommend a personal telephone call.

2. As guest speakers confirm their participation, request a short 3-5 sentence biography, e-mail and mailing addresses, and ask if they have any special equipment needs.

3. Prepare “suggested list of questions to ask a guest speaker” for staff to review with students. (Sample list of questions)

Two months before event:

1. Finalize guest speaker list.

2. Finalize rotation schedule.

3. Designate a “Check-In” room. Library works well.

4. If you would like feedback from staff, create an evaluation form. (Sample evaluation)

5. Distribute sign-up sheets and copies of guest speaker’s biography. Easiest if completed by one subject that all students are taking, i.e. Language Arts or Social Studies.

• Once sign-up sheets are complete, create class lists. The students assigned to a teacher will remain with that teacher for the entire event. The teacher will take these students through the assigned rotation schedule.

• Ask Principal to give a “brief” welcome and thank you to guest speakers before they are escorted to their assigned classroom.

One month before event:

1. Send reminder letters or e-mails to guest speakers containing:

• Driving directions

• Instructions for check-in

• Schedule for the day

• Copy of the suggested list of questions, so speakers know what to expect and how to prepare

• Confirmation of equipment needs

• Review Career Day schedule and answer questions at the next staff meeting.

• Always have back-up speakers in case of last minute cancellations or late arrivals.

Two weeks before event:

1. Make sure the equipment requested by the guest speaker is available.

2. Distribute passports, rotation schedule and class list to each teacher.

3. Ask all Teachers, Counselors and Staff Assistants without student responsibilities to report to the check-in room to help with:

• Escorting guest speaker to assigned classroom

• Monitoring hallways

• Be available for any special needs, such as water for guest speaker or equipment set-up

• Check-in table (sign-in sheet and appreciation certificates)

• Refreshments are a nice welcoming touch for the guest speakers. If there is no money in the school budget, consider asking the Foods/Nutrition class to make refreshments as a class project or ask the PTA to host a refreshment table.

• Make nametags and appreciation certificates for guest speakers.

One week before event:

1. Send reminder e-mails to guest speakers. Include date, time, driving directions and check-in instructions.

2. Remind Principal about “brief” welcome and thank you presentation to guest speakers.

Day of event

1. Staff:

• Distribute passports (Passports should be marked with the student’s assigned teacher for the event. Student will report to the assigned room for the first session and remain with that teacher for the rest of the event.)

• Review questions to ask guest speakers

• Remind students to take good notes

• Discuss respect for guest speakers

• Assist guest speaker with set-up. Guest speaker will stay in the room for all sessions. Teacher and students will rotate. At the beginning of each session, Teacher should introduce guest speaker to class.

• Staff complete evaluation

2 Guest Speakers:

• Check-in

• Refreshments

• Principal welcome speech

• Speakers are escorted to assigned classroom 20-30 minutes prior to first session

3. Late arrivals or no shows:

• Place a back-up speaker in classroom

• If no back-up speaker, post a sign on the door instructing teacher to take class to another room. (Gym or cafeteria should have extra space)

Within one week after event:

Mail thank you note to guest speakers.

Suggestions:

1. Sessions should last 20-25 minutes. Dedicating a school half-day works well.

2. Passports - Create a passport for students to use to take notes  (Many teachers created a “career search” assignment for students to complete. The passport serves as a reminder for students to ask questions and take good notes.)

3. Sign with guest speaker name and career posted on individual classroom door.