Mapping Candidate and Recruiter Journeys

Choose the workflow before choosing the tools. The operating model describes how each group moves through the fair and who supports them at each step.

Map separate journeys

Draw a simple journey for each of these groups: candidates, recruiters, career office staff, speakers and event operators. Their needs differ, and a platform that suits one may frustrate another.

Before the fair

• Registration and eligibility checks where required.

• Consent wording and privacy notices.

• Employer information and profiles.

• Session booking, reminders and joining instructions.

During the fair

• On-site check-in and remote login.

• Employer discovery and programme information.

• Live sessions, booked meetings and walk-up conversations.

• Help channels and issue escalation.

After the fair

• Permitted data handover to employers.

• Candidate follow-up and recruiter reporting.

• Feedback collection and data retention actions.

Mirror or complement?

Decide whether the online programme mirrors the on-site timetable or offers something different. A remote recruiter might hold scheduled conversations while the on-site team handles booth traffic. A keynote could be streamed to both audiences, while small-group sessions stay in one channel. Design each part around what that format does well, rather than copying every physical activity online.

Accessibility and inclusion

Remote access can widen participation for students with disabilities, caring responsibilities or part-time jobs. Make sure joining instructions are clear, sessions are captioned where possible and on-site routes are step-free and well signed.

Lead capture that employers trust

Employers judge a fair largely by the quality of follow-up it enables. Agree the lead fields, how candidate details are captured on site and online, and how data reaches employers. Consistent capture across both channels makes the fair feel like one event to recruiters.

About this guide: Hybrid Career Fair Planning Guide is written and maintained by Get Out! Events, a Singapore corporate event company at 14 Robinson Road #08-01A, Singapore 048545. It contains general planning guidance only; confirm current venue rules, permits and partner requirements before you book anything.