How to recruit at a career fair: choosing fairs, a two-minute screen, notes and follow-up
On this page
- Which career fairs should you attend?
- What does a career fair cost?
- How should you staff the booth?
- What is a two-minute screen at the booth?
- How do you take notes at the table?
- Can you record conversations at a career fair?
- What rules apply when recruiting on campus?
- When and how should you follow up?
- How do you measure cost per hire by fair?
- Career fair checklist
- Questions people ask
To recruit at a career fair as an employer: choose fairs that match the majors, skills and locations you hire for; register early; staff the booth with a recruiter and someone who does the job; give every visitor the same two-minute screen; take short notes against your must-haves instead of recording; and follow up with the strongest people within a couple of days. Then compare cost per hire by fair, because booth fees alone range widely (as of October 2026, from $250 at Walsh College's fall 2026 fair to $750 for staffing firms at the University of New Hampshire's February 2027 fair). Campus fairs also come with the school's own employer rules.
This page is about attending other organizations' fairs: college, industry and community job fairs. Running your own event is a different job, covered in how to run a hiring event.
Which career fairs should you attend?
| Question | Why it matters |
|---|---|
| Do the school's majors or the fair's audience match your roles? | A general fair with 2,000 visitors is worse than a targeted fair with 200 of the right ones |
| Have you hired from this fair before? | Past hires per fair is the best predictor you have |
| Does the date fit your hiring calendar? | Fall fairs for full-time graduate roles, spring for internships and late hires; meeting students months before you can interview them wastes the contact |
| Is it in person or virtual? | Virtual fairs cost less travel but give shorter, scheduled conversations |
| What does the school require of employers? | Registration approval, offer deadline rules and rules for third-party recruiters differ by school |
Keep a simple sheet per fair: cost, conversations, interviews, offers and hires. After two cycles you will know which fairs to drop.
What does a career fair cost?
Registration fees from schools' own employer pages, checked October 2026:
| Fair | Fee | What is included |
|---|---|---|
| University of New Hampshire Career and Internship Fair, February 23 to 24, 2027 | $650 standard; $275 nonprofit and government; $750 staffing and third-party recruiters | One table, chairs, lunch for two representatives and parking; a third representative costs $40, with three per table at most |
| Walsh College Fall 2026 Career Fair, September 9, 2026 | $250 | A 5-foot table and a listing on the attending-employers page and printed materials |
| University of Alabama in Huntsville Fall 2026 Career Fair | Fee shown at registration | An 8-foot table, two chairs, tablecloth, power, Wi-Fi, breakfast and lunch for two representatives ($20 per extra person); on-campus interview space the next day costs $100 |
Agency recruiters should note that some schools charge staffing and third-party recruiters more, as UNH does, and that UNH approves employer registrations case by case. Travel, staff time and materials usually cost more than the table.
How should you staff the booth?
- A recruiter who runs the screen, owns the notes and sends the follow-up.
- Someone who does the job, ideally a recent hire from that school. Students ask them the questions they will not ask a recruiter, and they answer from experience.
- A hiring manager, when you can get one, for the strongest conversations and for on-the-spot interview invitations.
Brief everyone the day before: the open roles, the three must-haves, the screen questions, how to take notes, and what not to ask. Age, family plans, religion, national origin and disability questions are off limits at a booth as in an interview; see illegal interview questions.
What is a two-minute screen at the booth?
A booth conversation is not an interview, but it can be consistent. Ask every visitor the same three questions and note the answers the same way:
OPEN (15 seconds)
"Hi, I'm [name], I'm a recruiter at [Company]. We're hiring
[roles] for [start date]. What are you looking for?"
THREE QUESTIONS (90 seconds)
1. "What kind of role do you want, and when could you start?"
2. "Tell me about one thing you've done that involved [must-have
skill]: a project, a job, a class."
3. "What would you want to know about working here?"
CLOSE (15 seconds)
- Strong match: "I'd like to set up a 30-minute interview. Can I
email you by [day]?"
- Possible match: "Apply for [role] online, and mention we spoke."
- Not a match now: "Join our talent community and we'll tell you
when [area] roles open."The close matters most. Everyone should leave knowing what happens next and when. For students early in their careers, the questions in how to interview new graduates work in the later interview.
How do you take notes at the table?
- Let the candidate type their own details. A QR code at the booth linking to a short form (name, email, major, graduation date, role of interest) saves you writing contact details.
- Add two lines yourself after each conversation: a rating on your must-have (strong, possible, not now) and one specific thing they said.
- Photograph or scan paper resumes and file them under the same name before the end of the day.
- Tag the source as "Career fair: [school], [term]" in your ATS so hires can be traced back; see source of hire tracking.
BOOTH NOTE
Name: [ ] Major / grad date: [ ]
Role interest: [ ] Available from: [ ]
Must-have ([skill]): strong / possible / not now
One specific thing they said: [ ]
Next step: interview / apply online / talent community
Recruiter: [initials] Time: [ ]Can you record conversations at a career fair?
It is best not to. A fair is a crowded, open setting; asking each student for recording consent over the noise is impractical, several states require every party's consent (see two-party consent states and is it legal to record a job interview), and schools set their own rules for employers on campus. Booth conversations are also too short and noisy for a useful transcript. Our campus recruiting note taker guide covers the alternatives. Tools built for scheduled calls, including our own Interview Signal, are the wrong fit at a booth: in person both voices go on one microphone, so quotes cannot be checked against the candidate (details in Interview Signal in person). Keep recording for scheduled interviews where you can read a consent line. This is not legal advice.
What rules apply when recruiting on campus?
- NACE's principles. NACE's Principles for Ethical Professional Practice rest on two precepts: maintain a recruitment process that is fair and equitable, and support informed and responsible decision making by candidates. They also cover acting without bias, complying with EEO and other laws, and protecting candidates' personal information.
- The school's employer policy. Registration approval, conduct at the fair, interview rooms and, above all, offer deadlines. Many schools prohibit very short deadlines; see what is an exploding offer.
- Data. Resumes and notes collected at a fair are candidate data; keep them only as long as your retention policy says.
When and how should you follow up?
Fast. We recommend within two working days, while students still remember the conversation and before other employers reach them. Three messages cover nearly everyone:
1. INTERVIEW INVITATION (strong match)
Subject: Great to meet you at [fair], interview for [role]?
Hi [First name], thanks for stopping by at [fair]. You mentioned
[specific thing]; that's exactly what the [team] does. I'd like to set
up a 30-minute interview. Pick a time here: [link]. [Your name]
2. APPLY ONLINE (possible match)
Subject: The [role] we talked about at [fair]
Hi [First name], here's the link to apply for [role]: [link]. Mention
our conversation in your application and I'll look out for it.
3. TALENT COMMUNITY (not now)
Subject: Staying in touch after [fair]
Hi [First name], we don't have a [area] role open right now. If you'd
like to hear when we do, join our talent community: [link].The community option is described in what is a talent community; the full invitation wording is in the interview invitation email template.
How do you measure cost per hire by fair?
Divide everything the fair cost by the hires it produced. A worked example (the figures are illustrative):
| Item | Fair A | Fair B |
|---|---|---|
| Registration | $650 | $250 |
| Travel and lodging | $900 | $0 |
| Staff time (2 people x 8 hours x $50) | $800 | $800 |
| Materials | $150 | $150 |
| Total | $2,500 | $1,200 |
| Hires within 12 months | 5 | 1 |
| Cost per hire | $500 | $1,200 |
The cheaper fair can be the more expensive source. Track the funnel too: conversations, interviews, offers and hires per fair. The cost per hire formula page covers which costs to include.
Career fair checklist
- Six to eight weeks before: choose fairs, register, book travel, confirm roles and start dates, ask the school for its employer policy.
- Two weeks before: recruit booth staff, print the QR code and role sheet, set up the ATS source tags and the follow-up emails.
- The day before: brief staff on roles, must-haves, the screen and what not to ask.
- On the day: same three questions for everyone, a note after every conversation, resumes scanned before you leave.
- Within two working days: send all follow-ups and book interviews.
- After the season: cost per hire and funnel by fair; drop the weakest.
Questions people ask
How do employers recruit at a career fair?
Choose fairs that match the majors, skills and locations you hire for, register early, and staff the booth with a recruiter and someone who does the job. Give every visitor the same short screen, take brief notes against your must-haves, and follow up with the strongest candidates within a couple of days, inviting them to interview.
How much does it cost to attend a college career fair as an employer?
It varies widely by school and employer type. As of October 2026, the University of New Hampshire's February 2027 Career and Internship Fair charges $650 for standard employers, $275 for nonprofit and government employers and $750 for staffing and third-party recruiters, while Walsh College charged $250 for its September 2026 fair. Travel, staff time and materials usually cost more than the table.
Can I record conversations with students at a career fair?
It is best not to. A fair is a crowded, open setting where you would need each student's agreement over the noise, several states require every party's consent to record, and schools set their own rules for employers. Take short written notes after each conversation instead, and keep recording for scheduled interviews where you can read a consent line.
What should I ask students at a career fair booth?
Ask the same three short questions of everyone: what kind of role they want and when they can start, one thing they have done that relates to your must-have skill, and what they want to know about your organization. Avoid questions about age, family, religion, national origin or anything else unrelated to the job.